Executive Assistant - Fredericton Fire Department

Requirements:

• Minimum prerequisite is a secondary education supplemented by completion of appropriate courses at the post secondary school level.
• Three (3) to five (5) years experience in a senior administrative assistant role, or equivalent.
• Any equivalent combination of training and experience will be acceptable.
• Experience with Microsoft Office Suite is required.
• Proven ability to multitask in a dynamic environment.
• Experience in departmental operating procedures, policies and guidelines would be considered an asset.
• The ability to speak in both official languages would be considered an asset.

Are you a highly organized professional who thrives in a fast-paced environment, excels at problem-solving, and can seamlessly manage multiple priorities with ease? The position of Executive Assistant with the Fredericton Fire department offers a unique opportunity to support senior leadership, coordinate essential operations, and ensure the smooth functioning of the department.

Reporting to the Deputy Fire Chief, this multi-faceted position requires a high level of professionalism, tact, and organizational skills, as well as the ability to establish and maintain effective working relationships with Fire personnel, internal/external agencies, and the public in general. As the main point of contact for the Fire Department, the incumbent also provides administrative support to Senior Management, Fire Prevention, as well as to Fire Operations, and Training.

What You'll Do:

• Provide administrative support to the Chief Officers and divisions including Fire Prevention, Training and Suppression.
• Serve as a liaison between the department and the public, city officials, government agencies, and the media.
• Prepare reports, correspondence, briefing notes, and presentations in collaboration with senior staff.
• Assist with budgeting tasks, cash flow projections, and budget transfer requests.
• Oversee office operations, ensuring functionality.
• Front-line reception for the public (including general inquiries, fire prevention related inquiries, burn permit applications, station tours, deliveries, etc.).
• Handle highly confidential and sensitive information. Maintaining employee records, tracking absences, supporting payroll and benefits coordination.
• Draft job descriptions, employee letters, and official status updates for employees.
• Coordinate and assist with special projects, department management meetings, award ceremonies, conferences, and other meetings as required.
• Recording secretary for identified departmental meetings.
• Establish and maintain close working relationships with applicable internal and external agencies such as the Office of the Fire Marshall, suppliers, departmental partners.
• Submit applications for awards and maintain seniority records.
• Proof and format standard operating procedures (SOP's) for approval and distribution.

What You'll Bring:

• Attention to detail, ability to conduct detailed review of data and analysis ability to understand a situation by identifying processes and applying systems thinking.
• Ability to identify issues or problems and develop strategies, ideas and opportunities for resolving them
• Maintain employee and workplace privacy and confidentiality.
• Ability to build professional relationships within the team, the organization and with external groups and businesses.
• Communicate effectively both verbally and written.
• Manage competing priorities and expectations for quality, and timely service.
• Ability to work as part of a team to accomplish organizational objectives and goals.
• Take responsibility and ownership for decisions, actions, and results. Accountable for both how and what is accomplished.
• Remains calm in stressful situations.
• Willing to learn new skills as required

Perks:

• Bi-weekly benefit spending allowance of $275
• Enjoy a robust benefits package : Health, Dental and Pension plans
• Join a collaborative team where your ideas are valued and creativity is encouraged.

Are you ready to take on this exciting challenge and contribute to the Fredericton Fire Department? You will play a pivotal role where your expertise in coordination, discretion and efficiency will make a lasting impact.

How to apply:

• Email your resume and cover letter to [email protected] on or before April 9, 2025 at 4:30 p.m. AST.

The City of Fredericton is an equal opportunity employer.

Only those applicants selected for further consideration will be contacted.