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Executive Assistant (Temporary 18 Months)

Posted on: May 26, 2025

Posted by: Rocky View County

Summary

Rocky View County values our employees and provides a welcoming and stable work environment where positive energy, creativity, and a service mindset are encouraged. We seek individuals who enjoy making a difference and contributing meaningfully to a vibrant community. Our valued and diverse team of 500+ employees are provided with the same concern, respect, and caring attitude as the over 40,000 people who call Rocky View County home.

At Rocky View County we value employee work/life balance. Temporary staff are provided with opportunities to grow professionally while being supported with paid training, a competitive salary, benefits and paid days off in their first year, plus general holidays, and a hybrid work environment for eligible positions.

Position Summary

The Executive Assistant provides high-level administrative support to the Executive Director and divisional Managers, ensuring efficient operations and effective management of executive priorities. This role demands exceptional organizational, communication, and time management skills, combined with a keen attention to detail and the ability to handle confidential information with discretion.

Acting as a trusted partner and point of contact for both internal and external stakeholders, the Executive Assistant is responsible for drafting and editing professional correspondence, managing complex schedules, preparing financial reports, and supporting budget tracking and reconciliation. This individual plays a critical role in coordinating meetings, preparing comprehensive agendas and reports, documenting meeting minutes, distributing and tracking meeting outcomes, and maintaining organized records systems.

In addition to exemplary writing, research, and administrative skills, the Executive Assistant demonstrates sound judgment, critical thinking, professionalism, anticipatory responsiveness, and a proactive approach to problem-solving. This role requires adaptability, strong customer service orientation, and a commitment to excellence in representing the organization’s values and objectives.

Key Responsibilities

Core Accountabilities

Professional Writing & Editing

Draft, edit, and format confidential reports, letters, emails, and other business correspondence to ensure clarity, professionalism, and alignment with organizational standards.
Demonstrate proficiency in professional writing and editing to produce high-quality, accurate, and timely documents.
Ensure proper formatting, consistency, and grammar across all outgoing communications.

Budget Monitoring, Tracking, and Reporting

Track expenses, prepare forecasts, and support financial planning processes.
Assist in the preparation, monitoring, and tracking of divisional and departmental budgets.
Prepare and reconcile credit card expenses for the Executive Director and divisional Managers, ensuring accuracy and compliance with financial policies.
Verify accuracy, ensure compliance with financial guidelines, and resolve discrepancies promptly.

Time Management & Scheduling

Maintain data related to employee time and attendance.
Manage time commitments for the Executive Director and divisional Managers, prioritizing schedules to align with organizational objectives.
Coordinate and schedule appointments, meetings, book travel arrangements and make reservations, prepare itinerary for various external meetings and conferences, while keeping abreast of priorities, deadlines and organizational objectives.
Collect and assemble relevant materials for day-to-day meetings and prepare comprehensive agendas and/or reports for both internal and external meetings.
Attend meetings to take accurate minutes and outcomes and ensure timely distribution and tracking to appropriate stakeholders.
Review incoming mail and phone calls, prioritize items, attach relevant background materials, and reroute communications appropriately while ensuring prompt follow-ups.

Confidentiality and Professionalism

Display a high level of professional and ethical responsibility to protect privacy and maintain confidentiality of sensitive information.
Ensure appropriate use of information related to employees, Council, residents, and business operations.

Other

Ensure records are accurate, organized, and compliant with data security policies.
Prepare professional presentations, including charts, slides, and brochures using appropriate software tools.
Foster positive working relationships with internal leaders and departments, and external customers to promote collaboration and support.
Serve as a key point of contact for communications and inquiries, delivering exceptional service.
Work in accordance with RVC Health and Safety Program requirements and the Alberta OHS Act, Regulation, and Code.
Take reasonable care to protect personal health and safety, as well as that of others at or near the worksite.
Perform other duties and special projects as assigned.

Requirements

Position Requirements

Completion of diploma or degree in Business Administration, Communications or a related field along with a minimum of five (5) years in an executive-level administrative role (preferably within a Municipal environment).

Proven expertise in professional writing, editing, and formatting business documents and correspondence.
Exceptional command of the English language across all forms of communication.
Demonstrated experience in budget tracking and financial reporting.
Proficiency in M365 as well as an exceptional level of comfort with technology and relevant applications to ensure efficient communication and task completion.
Strong professional ethics and sound judgment, with the ability to handle confidential information regarding employees, residents, and County business with discretion and security.
Meticulous attention to detail and strong analytical skills for budget monitoring and credit card reconciliation.
Outstanding customer service skills, providing professional, prompt, and courteous responses to inquiries and complaints from both internal and external clients.
Adherence to policies, procedures, and professional office practices.
Extensive knowledge of formal meeting procedures, including the preparation of meeting notes and minutes.
Skilled in thorough research with the ability to deliver accurate and timely reports.
Self-motivated and capable of working independently, following complex instructions, and meeting deadlines.
Proactive and innovative, identifying areas for improvement and implementing appropriate changes within designated authority.
Strong organizational and time management skills, managing workloads effectively under pressure and tight deadlines.
Strong critical thinking skills to mitigate errors and risk, and ensure best results in supporting the individual, project, or organization.
Regularly provide status updates, communicates emerging issues, and clarifies outstanding questions to ensure continuous progress and alignment on projects.

Job Type

Temporary Full-Time (18 months)

Employer Contact

No employer contact listed.

Salary Range

36.78/hour

Closing Date

June 8, 2025

Posting ID: 32443