Executive Assistant to the Chief Commissioner

Posted on: Feb 26, 2025

Posted by: Strathcona County

Summary

Strathcona County is seeking a highly organized, diplomatic, and proactive professional Executive Assistant who thrives in a fast-paced, politically sensitive environment.

Reporting to the Chief Commissioner, the Executive Assistant provides high-level, confidential executive administrative support to ensure the seamless operation of the Office of the Chief Commissioner and Executive Administration. Acting as a key liaison, this role facilitates communication and coordination between the Executive Team, the Office of the Mayor, Council, Executive Assistants, and various departments and divisions, working closely with department Directors and administrative staff.

The Executive Assistant offers professional and strategic guidance to the Chief Commissioner on operational matters, requiring a strong understanding of communications, policy, and divisional priorities, as well as their broader organizational impact. This position also leads, mentors, and coaches senior administrative staff while providing advisory support to senior management as needed.

With significant interaction with Elected Officials, their administrative teams, external stakeholders—including all levels of government, senior private sector representatives, and boards—this role operates in a politically sensitive environment, requiring discretion, professionalism, and a strategic mindset.

Key Responsibilities

Key Responsibilities:

Provide senior-level confidential administrative assistance to the Chief Commissioner and Executive Team including working with Mayor and Council handling politically sensitive matters in a timely, exercising initiative and sound judgement
Provides leadership and coordination for the day-to-day operations of the Office of the Chief Commissioner, ensuring efficiency and effectiveness
Fosters a strong, cohesive and effective team environment with senior administrative staff to provide seamless coverage and support to all Executive Team members
Builds and maintains positive relationships and excellent communication lines with administrative support to the Mayor and Council to ensure timely responses to Elected Officials and residents
Ensure the Chief Commissioner is fully prepared for meetings and events with necessary briefing materials
Analyze requests for information, conduct research, and prepare reports, correspondence, and briefing notes
Reviews/initiates reports for Council, Priorities Committee, Executive Team and Senior Leadership Team meetings
Compose correspondence, agendas, meeting minutes, reports and other material for the Chief Commissioner ensuring material meets organizational protocols
Manage the Chief Commissioner’s calendar, scheduling appointments and meetings with a focus on priorities and business needs
Manage the Chief Commissioner’s time to accommodate daily schedule as well as last minute business pressures
Coordinates and respond to a significant volume of requests for meetings from other members of Executive Team, departments, other levels of government and external organizations
Coordinate meeting invitations with the Office of the Mayor and the Office of the Elected Officials to ensure appropriate attendance from Administration and Elected Officials
Organize travel arrangements, conference registrations, and logistics for meetings and events
Lead division-wide coordination of information by ensuring Council/Priorities Committee reports, issue briefs and information requested by Council are provided for review by the Chief Commissioner, meeting all County protocols for presentation of written materials within timelines allotted
Lead and mentor senior administrative staff, ensuring a cohesive and high-functioning team
Provide guidance on administrative processes and best practices to internal stakeholders
Coordinate and manage logistics for corporate, divisional, and Executive and Senior Leadership Team events, conferences and other special events
Maintain accurate corporate records and manage access permissions
Ensure internal and external communication is professional, timely, and aligns with organizational goals
Handle Freedom of Information and Protection of Privacy (FOIP) requests in collaboration with Legislative and Legal Services
Act as a liaison between the Chief Commissioner’s office, the Associate Commissioners, the Mayor’s office, Council, and other stakeholders

Requirements

Qualifications and Skills:

Certificate or diploma in Office or Business Administration plus a minimum of 9 years of progressively responsible executive-level experience
Extensive experience working in politically sensitive environments
Highly proficient in Microsoft Outlook, Word, PowerPoint, Excel, eScribe, SharePoint, Oracle, and other office software
Ability to assess the urgency of a situation and respond in a timely manner
Sound leadership skills to motivate and direct staff while maintaining a professional, positive image
Strong organizational skills and the ability to work independently and multi-task effectively, with frequent interruption, changing priorities and requests from a variety of sources
Excellent communication skills, including writing, proofreading, and presentation skills
Experience with general accounting and budgeting procedures
In-depth knowledge of government systems, policies, and legislative processes
Ability to handle confidential matters with discretion, diplomacy and professionalism
Strong problem-solving skills with a keen eye for detail

Conditions of Employment:

Submission of a Satisfactory Criminal Record Check

Job Type

Full Time

Employer Contact

No employer contact listed.

Salary Range

$76,713.00 - $95,859.40

Closing Date

March 11, 2025

Posting ID: 30563

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