Executive Administrative Assistant

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.

As the Executive Administrative Assistant, you will be the first point of contact for the Infrastructure Services General Manager's (GM's) office, providing executive administrative level, solution-oriented support. Primary duties include:

• Coordinate the GM's schedule to achieve maximum effectiveness and efficiency, aligning with priorities and timelines.
• Manage and triage emails by identifying items that are urgent, timebound or requiring additional information.
• Create a weekly schedule to ensure that the GM has the required material for upcoming meetings.
• Assist in resolving complex and sensitive issues using your well-developed political acumen paying particular attention to confidentiality.
• Maintain positive relationships and manage expectations with internal and external parties.
• Book appropriate meeting venues, prepare agendas, and ensure all participants have the necessary materials.
• Provide technical support and taking minutes for meetings.
• Organize, track and follow up on workflow from the GM and Director offices, including agreements, contracts, forms, business cases, meetings and materials for Council and external partners.
• Maintain a bring-forward system for the GM to track items assigned for follow-up and ensure all items have been completed.
• Book travel and catering for the GM and others.

Qualifications

• A completed 1-year certificate in Professional Administration, Business Administration, Information & Records Management or a related field and at least 5 years of progressively more responsible administrative experience, including support to senior management and/or executive levels; OR
• A completed 2-year diploma in Professional Administration, Business Administration, Information & Records Management or a related field and at least 3 years of progressively more responsible administrative experience, including support to senior management and/or executive levels.
• Proven advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and experience managing calendars, correspondence, briefing materials, and executive workflows.
• Preference will be given to applicants who have previously supported General Managers, executive leaders, or similar level positions and offices.
• Preference will be given to applicants who possess a degree in related discipline such as Commerce, Business Administration, and Communications.
• Proven success in communication, including preparing professional correspondence, presentations, meeting materials, executive summaries, and supporting interactions with senior leaders, partners, council, and diverse audiences, is essential.
• Demonstrated ability to manage highly sensitive and confidential information with professionalism, discretion, and sound judgment.
• Knowledge of government processes, governance structures, and Council-related business is preferred.
• Strong analytical and problem-solving skills with the ability to independently identify issues, assess options, and recommend solutions.
• This role requires exceptional judgment, critical thinking and professionalism.
• The successful candidate will be highly motivated, perform well independently and in a team, will be adaptable to multiple competing priorities, and will strive to make others successful.

Pre-employment Requirements

• Applicants will be tested for appropriate skills.
• Successful applicants must provide proof of qualifications.

Workstyle

• This position works full time from the office, with no remote work options available.

Position and Pay Information

• Business Unit: General Manager Office, Infrastructure Services; Chief Operating Office, Water
• Union: CUPE Local 38
• Position Type: 1 Permanent, 1 Temporary (up to 23 months)
• Compensation: Pay Grade 8 $39.00 - 52.14 per hour
• Hours of work: Standard 35 hour work week
• Days of work: This position works a 5-day work week with 1 day off in a 3 week cycle.
• Location: 800 Macleod Trail SE
• Audience: Internal/External
• Apply By: July 29, 2026
• Job ID: 314831