Executive Assistant

at  City of Medicine Hat

QUALIFICATIONS:

• Completion of a two (2) year diploma in Business Administration or Administrative Office Management from a recognized post-secondary institution.
• At least five (5) years of experience in a senior administrative role, demonstrating expertise in coordinating complex administrative processes, providing top-notch customer service, and utilizing standard office technology.
• A minimum of two (2) years’ experience supervising or leading other administrative support staff.
• An equivalent combination of management approved training and education may be considered.

• Oversees all aspects of the Managing Director’s office, including internal and external communication, scheduling and ensuring the office runs efficiently in a fast-paced environment.
• Manage, attend, and facilitate City Council Standing Committee meetings, as well as other key meetings, retreats, and off-site sessions. Prepare agendas, minutes, presentation materials, and handle meeting logistics and follow-up actions.
• Compile, edit, and process detailed briefing materials, reports, letters, and other documentation for the Managing Director, elected officials, and other parties as needed.
• Ensure timely follow-up on internal and external matters within the division, including responding to public inquiries.
• Oversee and monitor the Managing Director’s annual operating budget, providing insight on budget trends and ensuring alignment with financial goals.
• Process and manage financial documents, transactions and addressing any discrepancies. This includes handling weekly attendance reports, monthly purchasing card reconciliations, monthly budget reconciliations, travel arrangements, and expense claims.
• Acts as a trusted advisor on administrative policies and procedures within the City of Medicine Hat, developing division-specific guidelines, forms, reports, and training for divisional support staff to ensure compliance.
• Actively participate in the Executive Services Team, sharing information and assisting with team coverage as needed.
• Maintain an up-to-date electronic filing system for easy document retrieval, adhering to the City’s Records Management Policy.