Executive Assistant (Infrastructure Services)

Overview The City of Kitchener is seeking a highly organized, collaborative and proactive Executive Assistant to provide senior-level administrative and operational support within Infrastructure Services. Reporting to the General Manager, Infrastructure Services, this position serves as a trusted partner to senior leadership, supporting the General Manager, Director of Gas & Water Utilities, the Infrastructure Services Senior Management Team and departmental initiatives across a diverse department serving more than 650 employees. The Executive Assistant also supports operational priorities within the Gas & Water Utilities, working closely with the management team of Kitchener Utilities. Acting as a trusted partner to senior leadership, the Executive Assistant manages complex priorities, coordinates major departmental initiatives, oversees significant administrative and financial processes, and serves as a key liaison with internal and external stakeholders. The role requires exceptional organizational skills, sound judgment, political acuity, professionalism, confidentiality, and the ability to work independently in a fast-paced and continuously evolving environment. This position is ideal for an experienced professional who thrives on managing multiple priorities, leading complex administrative projects, coordinating large-scale events and initiatives, and creating efficient systems and processes that enable organizational success. Responsibilities Provide executive-level administrative support to the General Manager and Director, including calendar management, meeting coordination, correspondence and confidential communications. Provide administrative support to Kitchener Utilities Gas & Water division (KU). Independently manage competing priorities, anticipate leadership needs, proactively resolve scheduling and operational challenges, and ensure follow-up on key commitments and actions. Coordinate and support the Infrastructure Services Senior Management Team and departmental leadership initiatives. Act as a liaison between senior leadership, staff, elected officials, community partners, regulatory agencies and external stakeholders. Coordinate departmental initiatives, strategic planning activities, employee engagement events, recognition programs, workshops and team-building activities. Provide financial and administrative support, including invoice processing, purchasing, expense administration, budget monitoring, financial reporting and records management. Support onboarding and orientation activities for new employees, including coordination of system access, equipment, workplace requirements and administrative processes Support Council reporting processes, approvals and corporate governance requirements. Develop, maintain and enhance administrative systems, procedures and documentation to support departmental effectiveness. Lead and support continuous improvement initiatives by applying Lean principles and practices to streamline workflows, reduce waste, standardize processes and improve service delivery. Maintain confidentiality while exercising sound judgment, professionalism and political acuity. Foster a positive workplace culture through collaboration, relationship-building and a commitment to service excellence. Perform other duties as assigned. Education Minimum 2-year diploma or two years in a post-secondary program in a related field. Experience Minimum 2 years of related and relevant experience. Skill Equivalency (if applicable) Applicants will be considered if a combination of their education and experience meets the following pre-determined skill equivalency: Grade 12 Diploma plus up to 1 year of post-secondary courses with minimum 4 years’ related and relevant experience OR 3-Year Degree/Diploma with minimum 1 year related and relevant experience. Knowledge, Skills, And Abilities Experience coordinating multiple priorities and managing competing deadlines in a fast-paced environment. Demonstrated experience supporting budgets, financial administration and purchasing processes. Proven ability to handle confidential information with discretion and professionalism. Exceptional organizational, communication and interpersonal skills. Advanced proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint. Experience leading or participating in continuous improvement initiatives, process redesign, workflow optimization or Lean projects. Experience coordinating large-scale staff engagement, culture-building or organizational development initiatives. Ability to perform work with minimal direct supervision. Reliable with a good attitude and employment record.

Provide senior-level administrative and operational support to the General Manager and Director of Infrastructure Services. Manage complex priorities, coordinate departmental initiatives, and oversee financial processes and stakeholder relations.

Requires a minimum 2-year diploma in a related field and at least 2 years of relevant experience. Candidates must demonstrate proficiency in Microsoft 365 and experience with continuous improvement or Lean methodologies.

• Project managementPreferred

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Financial Administration
• Stakeholder Liaison
• Project Coordination
• Lean Principles
• Microsoft Office 365
• Budget Monitoring
• Executive Support
• Corporate Governance
• Process Optimization
• Event Planning
• Records Management

• Administrative
• Government & Public Sector
• Management & Leadership

Minimum education

College diploma

Minimum experience

2+ years

Apply by

Sep 17, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Entry level