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.