Executive Assistant

Job ID: 2718 

Openings: 1 

Jurisdiction: Out of Scope 

Division: City Operations 

Location Name: Regina, Saskatchewan, CA 

 

Type of Posting: Internal & External

Employment Type: Permanent

Annual Salary: $65,576.00 - $87,432.00 

 

Date Posted: March 4, 2025

Closing Date: March 20, 2025

 

Land Acknowledgement

We are proud to reside on Treaty 4 Territory and the traditional lands of the Cree, Saulteaux, Dakota, Nakota, Lakota, and Métis Nation, honoring and respecting these Nations and ancestors of this territory and grateful to be here. Regina is committed to building trust and creating true partnerships with Indigenous peoples. 

 

Equity, Diversity & Inclusion

The City of Regina is an equal opportunities employer dedicated to fostering a respectful, collaborative, inclusive, and barrier-free workplace, allowing everyone to achieve their full potential. We value diversity as a key to our success and encourage all qualified candidates, including Indigenous peoples, people of color, 2SLGBTQIAP+ individuals of all genders, persons of disabilities, and members of equity-seeking communities, to apply.

 

The City of Regina is committed to ensure accessible and accommodating processes during the application and selection phases. If you need accommodation at any point during the recruitment process, please inform our Talent team and we'll collaborate with you to address your requirements.

 

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 

 

Additional Requirements:

  • Successful candidates may be required to provide a satisfactory criminal record check per the City of Regina's Criminal Record Check Policy.
  • Proof of education is required.
  • Additional assessments may be conducted to evaluate competencies, skills, and knowledge.

 

At City of Regina, we offer competitive compensation, health and wellness benefits, and growth through educational support and in-house courses. If you’re passionate about public service and making a difference, apply now!

For detailed job descriptions, CBAs, and application tips, visit our Applicant & Job Resources page.

 

Note: Only applications submitted via our online application system are accepted