Executive Assistant

**EXECUTIVE ASSISTANT**

The City of Belleville, known as the ‘Friendly City’, is located at the mouth of the Moira River where it meets the picturesque Bay of Quinte. Experience world-class fishing, boating, cycling, and walking along approximately 14 kilometers of waterfront trails. Situated between Toronto and Montreal, and less than one hour from the U.S. border, the City truly is at the center of it all.

Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individual to join our People & Corporate Services Department as an Executive Assistant.

**Position Type**:Permanent Full Time
**Number of Positions**:One (1)
**Department**: People & Corporate Services Department
**File Number**: SV25-109
**Hours**: Monday to Friday, 8:30 AM to 4:30 PM
**Employee Group**: Non-Union
**Salary**:Grade 9 ($81,100.93 - $96,547.79)
**Closing Date**:Friday, September 12, 2025**at 4:30 PM**

**PURPOSE AND SCOPE**:
The Executive Assistant provides high-level administrative, analytical, and operational support to the Director of People and Corporate Services. This position supports strategic decision-making across People and Culture, Corporate Services, and By-Law Services through data analysis and reporting on HR metrics, benefits utilization, training participation, records management, and service delivery trends.

The Executive Assistant also oversees the Director’s office operations, including scheduling, correspondence, meeting coordination, and the preparation of reports and presentations, ensuring efficient workflow and alignment with corporate priorities.

**KEY DUTIES AND RESPONSIBILITIES**:

- Collect, analyze, and prepare data-driven reports to support the Director’s decision-making across functions such as:

- People and Culture: turnover, recruitment trends, performance management, training and development participation etc.
- Corporate Services: policy compliance, benefits utilization, records management metrics etc.
- By-Law Services: service delivery trends, compliance reporting, enforcement statistics etc.
- Provide executive administrative support to the Director, including calendaring, scheduling meetings, preparing agendas and briefing notes, drafting correspondence, and coordinating presentations and reports for Council, SLT, and external stakeholders.
- Liaise with internal departments to track progress on departmental initiatives, ensuring deliverables are met.
- Prepare and maintain confidential files and records with discretion and accuracy.
- Conduct research and prepare briefing materials, summaries, and recommendations on a wide range of issues to support the Director.
- Coordinate departmental responses to internal and external inquiries, ensuring timely communication.
- Support departmental projects and initiatives.
- Supports with Accessibility for Ontarians with Disabilities Act (AODA) tasks within the Department as required.
- Perform all tasks and responsibilities through the lens of Equity, Diversity, Inclusion, ensuring commitment to fairness, representation, accessibility and respect for diverse perspectives and cultures in all aspects of work.
- Perform all other duties as assigned.

**_ Note:_**_ Above duties are representative of a typical position and are not to be construed as all-inclusive._**

**MINIMUM EDUCATION**:

- Four (4) year Degree in Business Administration, Public Administration, Human Resources, or Data Analytics.
- Satisfactory Criminal Record Check (“CRC”) Screening prior to commencing work at the City of Belleville.

**ASSET EDUCATION**:

- Project Management Certification (e.g., Project Management Professional (PMP), Certified Associate in Project Management (CAPM))
- Data Analytics Certification or Training, e.g., Microsoft Certified: Data Analyst Associate (Power BI), Statistics, Excel, SQL, Tableau.

**MINIMUM EXPERIENCE**:

- Minimum three (3) years of progressive experience providing executive-level administrative support.
- Demonstrated experience with data collection, analysis, and reporting in a municipal, public sector, or corporate environment.
- Demonstrated experience working with accessibility legislation or supporting accessibility initiatives.
- Demonstrated experience with HRIS, records management systems, and business intelligence tools.

**ASSET EXPERIENCE**:

- Three (3) years progressive administrative experience, in a municipal environment.
- Experience with reporting supporting senior leadership, Council or Board.

**_ Note:_**_ A combination of relevant work experience and education may be considered_**

**WHAT’S IN IT FOR YOU**:

- Competitive market salary
- Competitive employer-paid extended health benefits
- OMERS Pension Plan
- Live, work, and play in the beautiful city of Belleville and experience all that it has to offer.

Applicants will be required to provide at their own expense a satisfactory criminal reference check dated within the past six (6) months and if deemed a requirem