Executive Administrative Assistant to the Commissioner
About the role
Posting Id
3134
Department
Infrastructure and Engineering Services
Division
Infrastructure Delivery
Rate of Pay
$76,115.00 -$86,444.00 Annual
Job Type
Permanent Full Time
Replacement/New Position
Replacement
Posting Type
Internal and External
Posting Date
09/29/2025
Application Deadline
10/13/2025
Position Summary
Reporting to the Commissioner of the Department, the Executive Administration Assistant to the Commissioner is responsible for providing administrative support to the Commissioner of the Department to ensure all business administrative tasks and activities pertinent to the Commissioner's portfolio are effectively managed in a timely and efficient manner. This position will also provide support to the Executive Leadership Team (ELT) in collaboration with other Executive Administrative Assistants as needed.
Key Duties and Responsibilities
- Manage Commissioner's schedule, arrange appointments, meetings, etc.
- Manage access to the Commissioner by assessing nature and urgency of the request
- Coordinates regular Department management meetings
- Arrange travel, accommodations, etc. for out-of-office events
- Supervise, undertake performance reviews, assign and monitor work of Receptionist/File Clerk
- Prepare agendas, reports, correspondence and presentation materials as required
- Ensure all documentation meets AODA requirements
- Respond to general enquiries from internal and external stakeholders
- Screen and redirect calls as appropriate
- Utilize conflict resolution skills to diffuse potentially volatile situations with angry or impatient customers, and apprise the Commissioner of any critical items
- Ensure enquiries are resolved in a timely and efficient manner, and escalate critical items as appropriate
- Provide project/special assignment support
- Gather and consolidate relevant information to support department projects and initiatives
- Prepare reports, workplans and updates for Commissioner's review
- Manage expense reports
- Prepare and submit departmental payroll, track vacation schedules
- Provide support in annual work plan development, performance review and department administrative budget development as needed
- Order office supplies
- Work collaboratively with other Executive Administrative Assistants as needed to coordinate a variety of highly sensitive and strategically significant department and City activities
Education and Experience
- Diploma in Business Administration
- Executive Administration Certificate or courses in Office Administration is an asset
- 5 years progressively responsible experience in a Senior Administrative Assistant role within the public or business sector
Required Skills/Knowledge
- Proficient in Microsoft Office Suite, and familiarity with payroll, accounting and records management systems
- Critical thinking, analytical, and problem solving skills
- Exceptional time management and prioritization skills
- Works well under pressure
- Ability to maintain privacy and confidentiality when dealing with sensitive matters
- Demonstrates good judgment and makes sound decisions
- Shows commitment to personal growth, development, and leadership opportunities
- Shares new ideas and challenges the status quo
- Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
- Takes initiative to participate in a culture of learning, mentoring, and sharing
- Contributes to building and being a part of a positive culture
- Must possess a valid Ontario Class "G" Driver's License, and have access to a vehicle for use on corporate business (mileage compensated) and will be required to provide proof of vehicle insurance upon hire
- Demonstrate the City’s corporate values of care, collaboration, courage and service
Leadership Competencies
-
Demonstrates personal leadership
-
Builds people and culture
-
Cultivates open communication
-
Shapes the future
-
Navigates and leads through complexity and change
Attention Internal Candidates:All current City of Richmond Hill employees are required to apply via the ‘View Jobs for Current Employees’ link on the City’s Careers Page.
We thank all candidates for their interest, however, only those under consideration will be contacted.
The City of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.
About City of Richmond Hill
With a population of more than 202,000 residents and 5,000 businesses, Richmond Hill is one of Canada’s most desirable and growing communities. Recognized by the Conference Board of Canada with an ‘A’ grade as an attractive community, it is one of six Canadian municipalities to receive this ranking and the only suburban and GTA municipality to do so. Safe, clean and committed to managed growth, its culture is welcoming and diverse, and values environmental sustainability. Dedicated to providing exceptional public service to its community, Richmond Hill’s municipal government serves a distinctive, dynamic and active town with a rich history and a friendly, down-to-earth character. Richmond Hill’s vision, “Where people come together to build our community,” builds on its past and recognizes the continued importance of partnership between the municipal government and the community it serves.
Executive Administrative Assistant to the Commissioner
About the role
Posting Id
3134
Department
Infrastructure and Engineering Services
Division
Infrastructure Delivery
Rate of Pay
$76,115.00 -$86,444.00 Annual
Job Type
Permanent Full Time
Replacement/New Position
Replacement
Posting Type
Internal and External
Posting Date
09/29/2025
Application Deadline
10/13/2025
Position Summary
Reporting to the Commissioner of the Department, the Executive Administration Assistant to the Commissioner is responsible for providing administrative support to the Commissioner of the Department to ensure all business administrative tasks and activities pertinent to the Commissioner's portfolio are effectively managed in a timely and efficient manner. This position will also provide support to the Executive Leadership Team (ELT) in collaboration with other Executive Administrative Assistants as needed.
Key Duties and Responsibilities
- Manage Commissioner's schedule, arrange appointments, meetings, etc.
- Manage access to the Commissioner by assessing nature and urgency of the request
- Coordinates regular Department management meetings
- Arrange travel, accommodations, etc. for out-of-office events
- Supervise, undertake performance reviews, assign and monitor work of Receptionist/File Clerk
- Prepare agendas, reports, correspondence and presentation materials as required
- Ensure all documentation meets AODA requirements
- Respond to general enquiries from internal and external stakeholders
- Screen and redirect calls as appropriate
- Utilize conflict resolution skills to diffuse potentially volatile situations with angry or impatient customers, and apprise the Commissioner of any critical items
- Ensure enquiries are resolved in a timely and efficient manner, and escalate critical items as appropriate
- Provide project/special assignment support
- Gather and consolidate relevant information to support department projects and initiatives
- Prepare reports, workplans and updates for Commissioner's review
- Manage expense reports
- Prepare and submit departmental payroll, track vacation schedules
- Provide support in annual work plan development, performance review and department administrative budget development as needed
- Order office supplies
- Work collaboratively with other Executive Administrative Assistants as needed to coordinate a variety of highly sensitive and strategically significant department and City activities
Education and Experience
- Diploma in Business Administration
- Executive Administration Certificate or courses in Office Administration is an asset
- 5 years progressively responsible experience in a Senior Administrative Assistant role within the public or business sector
Required Skills/Knowledge
- Proficient in Microsoft Office Suite, and familiarity with payroll, accounting and records management systems
- Critical thinking, analytical, and problem solving skills
- Exceptional time management and prioritization skills
- Works well under pressure
- Ability to maintain privacy and confidentiality when dealing with sensitive matters
- Demonstrates good judgment and makes sound decisions
- Shows commitment to personal growth, development, and leadership opportunities
- Shares new ideas and challenges the status quo
- Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
- Takes initiative to participate in a culture of learning, mentoring, and sharing
- Contributes to building and being a part of a positive culture
- Must possess a valid Ontario Class "G" Driver's License, and have access to a vehicle for use on corporate business (mileage compensated) and will be required to provide proof of vehicle insurance upon hire
- Demonstrate the City’s corporate values of care, collaboration, courage and service
Leadership Competencies
-
Demonstrates personal leadership
-
Builds people and culture
-
Cultivates open communication
-
Shapes the future
-
Navigates and leads through complexity and change
Attention Internal Candidates:All current City of Richmond Hill employees are required to apply via the ‘View Jobs for Current Employees’ link on the City’s Careers Page.
We thank all candidates for their interest, however, only those under consideration will be contacted.
The City of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.
About City of Richmond Hill
With a population of more than 202,000 residents and 5,000 businesses, Richmond Hill is one of Canada’s most desirable and growing communities. Recognized by the Conference Board of Canada with an ‘A’ grade as an attractive community, it is one of six Canadian municipalities to receive this ranking and the only suburban and GTA municipality to do so. Safe, clean and committed to managed growth, its culture is welcoming and diverse, and values environmental sustainability. Dedicated to providing exceptional public service to its community, Richmond Hill’s municipal government serves a distinctive, dynamic and active town with a rich history and a friendly, down-to-earth character. Richmond Hill’s vision, “Where people come together to build our community,” builds on its past and recognizes the continued importance of partnership between the municipal government and the community it serves.