Executive Support Coordinator

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life.

The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.

The Executive Support Coordinator coordinates the strategic agenda, information flow and relationship management needs of the Chief Operating Office. Supports the Chief Operating Officer (COO) and the executive function in achieving a high level of operational and strategic effectiveness. Primary Duties include:

• Strategize agenda by balancing goals, identifying gaps, anticipating complex & high demand times and creating strategic capacity. Manage, prioritize and respond to requests from internal and external parties, scheduling and ensuring alignment with COO's corporate priorities.
• Review progress towards goals to identify and prioritize critical areas of support. Decide on the adjustment and sequencing of agenda. Plan and coordinate virtual and in-person meetings to deliver agenda.
• Identify critical information requirements for the COO by sourcing data and documentation from senior management, elected officials, all internal departments, external partners, and other public resources. Manage sensitive and confidential information that relates to the COO's agenda. Ensure that COO is well informed before meetings.
• Support the preparation of documents to provide the COO with timely and actionable insights. Interpret information for urgency and significance for COO capacity and focus on top priorities.
• Respond on behalf of the COO to non-routine issues. Manage key relationships, ensuring information flow between partners for better coordination of the COO's time. Monitor decisions, commitments and action items arising from the COO agenda. Manage attendance for important partner events.
• Liaise with senior management and elected officials' offices to coordinate COO's schedule. Prepare and share calendar updates, reminders and briefing materials. Maintain comprehensive records of meetings and issues.
• Coordinate quarterly review of operational processes within COO's office agenda to recommend areas for improvement. Support implementation of office best practices. Co-manage logistical support for COO.

Qualifications

• Degree in business administration, commerce, political science, public policy or related field and at least 5 years of progressively responsible experience in executive or administrative coordination roles in complex, high profile and fast paced offices.
• Experience coordinating strategic agendas, preparing executive reports, and managing confidential information in a public-sector or corporate environment.
• Advanced proficiency with Microsoft Office Suite, SharePoint, One Note and collaboration platforms.
• Demonstrated ability to work collaboratively across multiple departments and with senior leadership.
• Experience creating filing or documentation processes and process improvement initiatives is an asset.
• Success in this position requires excellent communication skills, ability to interpret and distill information quickly; ability to deliver high level of customer service and confidentiality and discretion.

Pre-employment Requirements

• Successful applicants must provide proof of qualifications.

Workstyle: This position may be eligible to work from home for at least part of the time as one of several flexible work options available to City employees. These arrangements depend on the operational requirements of the role, employee suitability, and are subject to change based on operational needs and corporate direction.

Note: Technical testing will be performed.

Union: CUPE Local 38

Business Unit: Chief Operating Officer

Position Type: 1 Permanent

Location: 323, 7 Avenue S.E.

Compensation: Pay Grade 9 $ $53.76 per hour

Days of Work: This position typically works a 5 day

work week, with 1 day off in each 3 week cycle.

Hours of work: Standard 35 hour work week

Audience: Internal/External

Apply By: November 18, 2025

Job ID #: 312859