Executive Assistant to the Chief Administrative Officer and Mayor Save job Remove saved job

This is a rare opportunity for a highly accomplished Executive Assistant to work at the heart of municipal leadership, directly supporting the Mayor and Chief Administrative Officer in shaping decisions that affect the community every day. This role is designed for a composed professional who thrives in a fast-paced environment and operates with exceptional judgment, discretion, and confidence.

As the trusted right hand to the municipality’s most senior leaders, you will anticipate needs before they arise, manage complex and competing priorities, and act as a critical connector across Council, executive leadership, staff, and external stakeholders.

If you take pride in supporting leadership that serves the community, this role offers both challenge and significance.

POSTING TYPE: Exempt
POSITION TYPE: Full-Time
HOURS OF WORK:  A compressed schedule of 70 hours over two weeks, with one scheduled day off every pay period. (Average 7.75 hours per day)
ANNUAL SALARY $79,518.70 to $97,219.13 Exempt Salary Grid Band B4

THE CITY OF CRANBROOK

The City of Cranbrook is in the southeast corner of British Columbia amongst the majestic Rockies and Purcell mountains, near Alberta and the Canada/USA border. With a population of approximately 20,000, Cranbrook is the largest community in the East Kootenay. Known as the “Basecamp of the Kootenays”, Cranbrook provides an inviting lifestyle in a beautiful setting that has made our city a welcoming and growing place in which to live, work and play.

The City offers a competitive benefits package including extended health, dental and vision care, short and long-term disability, pension plan, accidental death and dismemberment insurance, life insurance and a $500/yr. health and wellness benefit.

POSITION OVERVIEW

The Executive Assistant is a senior-level administrative professional reporting to the Chief Administrative Officer (CAO) and providing dedicated, high-trust support to the Mayor’s Office (and, as assigned, Council), and the CAO’s Office. This role delivers complex administrative, legislative, and procedural support, ensuring the effective and compliant operation for the City of Cranbrook.

You will likely be currently employed as the key employee that holds a corporation together and keeps it organized; they will not want to lose you when you make the move to this new role. This position operates in a dynamic, public-facing and politically sensitive environment that requires exceptional judgment, discretion, diplomacy, and initiative. The EA supports municipal governance processes, meeting administration, executive coordination, and information management in accordance with applicable legislation and City policies.

KEY RESPONSIBILITIES

• Serve as the primary administrative hub and first point of contact for the Mayor’s Office and CAO; prioritize and respond to inquiries from residents, staff, agencies, elected officials, and external stakeholders using sound judgment, diplomacy, and confidentiality. Track all web-submitted inquiries and complaints to ensure timely follow-up.
• Manage complex calendars, meeting logistics, anticipate needs and assist in the preparation and scheduling of various appointments/meetings for Mayor, Council and CAO by contacting participants.
• Arranging catering, booking meeting rooms, and other duties of similar nature.
• Assist with the preparation of official correspondence on behalf of the Mayor, Council, and CAO, ensuring alignment with standards and corporate communications practices.
• Support delegation management such as the intake, scheduling, confirmation, documentation, and communications, ensuring consistent service and clear expectations for presenters.
• Prepare, format, proofread, and quality-check correspondence, reports, presentations, and templates to meet corporate standards and deadlines.
• Verify legal invoices for accuracy and completeness; summarize and route for approval and payment.
• Administer petty cash and credit card reconciliation for the CAO, Mayor and Corporate Services.
• Receive agreements  for signature, route to applicable parties, and ensure uploaded into Records system.
• Maintain and protect confidential records, including politically sensitive information and legal correspondence, in accordance with FOIPPA and City policy.
• Operate information retrieval systems to extract accurate and complete records.
• Assists with the development and implementation of the City’s electronic records management system.
• Organize and support Council’s Redi Grant program in collaboration with Columbia Basin Trust and Regional District of East Kootenay.
• Assists with employee engagement and internal events, such as the annual staff Christmas party and staff appreciation activities and staff service awards.
• Provides assistance to Directors and staff as directed or required.
• General administrative duties, including responding to phone calls and e-mails, processing incoming correspondence, scanning, photocopying, filing, ordering catering, ordering business cards, maintain office supplies and coordinate the maintenance of office equipment.
• Ensure a clean and orderly lunchroom environment by managing daily upkeep, including helping the CAO with operating and unloading the dishwasher.

ESSENTIAL QUALIFICATIONS

EDUCATION

• Grade 12 Diploma or GED
• Diploma in Office Administration, Business Administration or a related field

LICENSES / CERTIFICATES

• Valid Class Five (5) BC Driver’s License

EXPERIENCE

• Five (5)+ years of progressively responsible senior administrative experience, ideally supporting executive leadership (CAO/Director) and/or elected officials.
• Experience in a municipal or public-sector environment is strongly preferred.
• Proficiency with Microsoft Office 365 Environment (Word, Excel, Outlook, PowerPoint) and electronic records management systems.
• Demonstrated experience with high-volume correspondence management and executive calendar coordination.
• Experienced with financial administration, such as purchase orders, invoice processing, and reconciliations.
• Ability to maintain accurate and complete paper and electronic records management practices.
• Ability to Produce clear and professional written reports.
• Excellent proofreading skills, as it relates to grammar, spelling, punctuation and professional document standards.
• Ability to type 70 wpm.

SPECIFIC SKILLS

• Exceptional organizational, communication, public relations and time management skills.
• Ability to interact with elected officials, staff, and the public positively while utilizing strong communication skills, interpersonal skills, initiative and sound judgement.
• Demonstrates neutrality, professionalism, and tact and maintains confidentiality.
• Ability to handle a complex and varied workload in a flexible manner, often under pressure.
• Anticipates issues, assesses risk, and resolves problems independently while knowing when to escalate.
• Considerable knowledge of Records Management Systems and procedures.
• Willingness to adapt to new technological changes and improvements.
• Willingness to participate in continuous upgrading, training and self-development programs.
• Ability to work with limited supervision and to proof own work.

SPECIAL REQUIREMENTS

• Ability to work flexible hours as required to support Council/committee meetings and executive priorities.
• Police Information Check (PIC)

CLOSING DATE       Open until filled