Executive Assistant

Position Summary

The City of Regina is seeking a skilled and motivated Executive Assistant to join our dynamic team. This is a great opportunity for an administrative professional with strong interpersonal skills, a decisive nature, and the ability to work independently. The successful candidate will play a key role in supporting the Deputy City Manager (DCM) of City Operation. 

Key Duties & Responsibilities

• Manages the DCM calendar through collaboration, prioritization, and scheduling.
• Manages various interactions at all levels, from internal staff, City Council, residents, and business partners, keeping the DCMs perspective in mind.
• Assemble and provide information packages for the DCM, as well as committees and groups  files, reports, correspondence, and background materials.
• Provides logistical support, such as confirming meeting space, preparing agendas, assembling materials, ensuring notices and information packages are distributed as required.
• Coordinates the flow of information for interdivisional meetings and materials.
• Builds and maintains relationships between and across divisions and external organizations.
• Exercises professionalism and confidentiality in relation to needs of all customers, with a high degree of exceptional customer service.
• Prepares and assembles necessary background material and files, attends meetings to take notes and prepares follow-up correspondence.

Key Qualifications

• Our preferred candidate will have a depth of senior-level administration experience, with a minimum of five (5) years providing direct executive leadership support.
• Extensive experience using word processing, spreadsheets, presentations, email, and related office administration software is essential.
• Knowledge of basic accounting functions.
• Possesses a high degree of digital literacy, fluent in the full suite of Office 365 applications.
• Proficient in composing correspondence from general instructions or in response to written inquiries.
• Skilled in typing, proofreading, and highlighting various materials, including committee reports, general correspondence, and other documents.
• Excels in relationship building and communication.
• Possesses exceptional interpersonal skills.
• Exhibits strong organizational skills and meticulous attention to detail.
• Takes a proactive approach to executive administration.
• Demonstrates sound judgment.
• Understands the importance of urgency and acts accordingly.
• Maintains confidentiality and understands the pivotal role of an Executive Assistant within the organization.
• Demonstrates high confidence and the ability to work independently in a dynamic and time-sensitive environment.

The Good Stuff

• Competitive salary
• Schedule Days Off (SDOs) 12 paid days per annum
• Robust benefit package that consists of a defined benefit pension, healthcare/flex spending account, long-term disability benefits, health, dental and life insurance, annual vacation, sick and lieu days
• Supported educational programs as a means to enhance employee knowledge and skills through our Educational Assistance Program. Options for Long-term learning programs to provide opportunities for employees to work towards a designation, degree, etc.,
• Receive 50% off admission to City leisure facilities (Swimming, etc.),
• An inclusive and diverse work culture