Executive Assistant - Directors

Full Time, onsite
City of St. Albert
New Year, United States of America

Salary undisclosed

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Requisition #: 25/30 Job #: J0225-0940 Job Type: Permanent Full Time Job Category: Administrative Support / Clerical Positions: 1 Posting Date: March 3, 2025 Closing Date: March 16, 2025 Salary/Wage: 72,373.00 - 89,075.00/Year Location: 5 St. Anne Street, St. Albert

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Cultivate your Career

As Alberta's 'Botanical Arts City', St. Albert is a community renowned for its botanical arts, its commitment to a green lifestyle and the cultivation of activities that provide for a well-rounded quality of life. Our employees provide over 72,000 residents with high-quality programs and services and we are proud to contribute to making St. Albert one of the best places to live in Canada.

The Opportunity

The City of St. Albert is recruiting an individual to join our Office of the Chief Administrative Officer as an Executive Assistant – Directors.

Reporting to the Senior Executive Assistant to the Chief Administrative Officer, this position will be responsible for providing a full range of executive level administrative and project support services to an executive leader (CAO, Managing Directors) or Directors to ensure efficient operations and excellent service delivery.

The Key Responsibilities Will Include

Managing the executive member's or Director’s calendar, scheduling meetings, preparing agendas, coordinating materials, arranging logistics, and handling travel and event planning.
Acting as a primary point of contact for the executive member or Director, managing calls, emails, and correspondence, prioritizing tasks, coordinating information flow, and ensuring timely follow-ups while maintaining professionalism and diplomacy.
Managing sensitive matters, coordinating meetings, preparing documents, ensuring compliance with protocols, and liaising with stakeholders to enhance office efficiency and alignment with corporate policies.
Managing budgeting, financial reconciliation, and reporting, including preparing annual budgets, tracking expenditures, updating leadership quarterly, and processing financial transactions.
Supporting special committees and collaborating with the Executive and Administrative Assistants Team to share information and improve administrative processes
Organizing and supporting events and projects, ensuring executive members or Directors are prepared and initiatives are successfully executed.

The individual we seek has knowledge of FOIP legislation, strong political acumen, excellent communication skills, discretion, and adaptability.

Qualifications

Completion of a post-secondary administrative certificate program (such as an Office Administration Certificate) combined with 7 years of senior Administrative Assistant experience is required.
A suitable comparable combination of coursework and experience may be considered.
Preference given to candidates with experience in municipal government.
A valid Class 5 driver’s license and access to a personal vehicle for work use are required.

Hours of Work

We offer a compressed bi-weekly work schedule of 72 hours, Monday - Friday, 8:00 – 5:00, with a biweekly regular day off (RDO).

HYBRID REMOTE WORK

The City of St. Albert offers options for Hybrid Remote Work. This position may be eligible to apply for Hybrid Remote Work. That means the majority of worktime (51+%) will be completed in the designated workspace, and the remainder may be worked remotely.

Compensation

$72,373 - $89,075 per annum. In addition, the City of St. Albert offers a generous and comprehensive benefit package.

Conditions of Employment

The successful applicant will be required to obtain a satisfactory police information check.
An Alberta Class 5 Driver’s Licence and access to a personal vehicle for business use are required.
The successful candidate will be required to provide proof of educational and professional credentials.

Application Information

Please upload a cover letter and a resume when applying for this opportunity. These will need to be uploaded as two separate documents.
Equivalent combinations of experience and education may be considered.
Please note that the City conducts most interviews via video conference and will provide a link and instructions to applicants selected for an interview.

Closing Statement

We wish to express our appreciation to all applicants for their interest and effort in applying for this position. However, only candidates selected for interviews will be contacted. The City of St. Albert will no longer accept applications in person, via fax, email or by post. Applications will only be accepted to 10:00 p.m. (Mountain Time Zone) on closing date.

Please answer all of the following questions before applying

Question numbers in red and with an asterisk indicate mandatory questions (answer is required).
1. Are you legally eligible to work in Canada? Yes No *2. Do you have a valid Class 5 Drivers License and a personal vehicle for work use? Yes No

I am Interested

If you encounter issues with the City's employment portal, from Monday to Friday between 6am - 6pm MST (excluding holidays), you can request assistance by emailing [email protected] or calling 1-877-427-7717.

View Disclaimer

Managing the executive member's or Director’s calendar, scheduling meetings, preparing agendas, coordinating materials, arranging logistics, and handling travel and event planning.
Acting as a primary point of contact for the executive member or Director, managing calls, emails, and correspondence, prioritizing tasks, coordinating information flow, and ensuring timely follow-ups while maintaining professionalism and diplomacy.
Managing sensitive matters, coordinating meetings, preparing documents, ensuring compliance with protocols, and liaising with stakeholders to enhance office efficiency and alignment with corporate policies.
Managing budgeting, financial reconciliation, and reporting, including preparing annual budgets, tracking expenditures, updating leadership quarterly, and processing financial transactions.
Supporting special committees and collaborating with the Executive and Administrative Assistants Team to share information and improve administrative processes
Organizing and supporting events and projects, ensuring executive members or Directors are prepared and initiatives are successfully executed.

The individual we seek has knowledge of FOIP legislation, strong political acumen, excellent communication skills, discretion, and adaptability.

Qualifications

Completion of a post-secondary administrative certificate program (such as an Office Administration Certificate) combined with 7 years of senior Administrative Assistant experience is required.
A suitable comparable combination of coursework and experience may be considered.
Preference given to candidates with experience in municipal government.
A valid Class 5 driver’s license and access to a personal vehicle for work use are required.

The successful applicant will be required to obtain a satisfactory police information check.
An Alberta Class 5 Driver’s Licence and access to a personal vehicle for business use are required.
The successful candidate will be required to provide proof of educational and professional credentials.

Application Information

Please upload a cover letter and a resume when applying for this opportunity. These will need to be uploaded as two separate documents.
Equivalent combinations of experience and education may be considered.
Please note that the City conducts most interviews via video conference and will provide a link and instructions to applicants selected for an interview.

Question numbers in red and with an asterisk indicate mandatory questions (answer is required).
1. Are you legally eligible to work in Canada? Yes No *2. Do you have a valid Class 5 Drivers License and a personal vehicle for work use? Yes No