The City of Regina is seeking an experienced and highly professional Executive Assistant to provide senior administrative support to the City Manager and their office. This role is a trusted partner to executive leadership, ensuring the effective coordination of priorities, information, governance processes, and stakeholder relationships across the organization.
As a key member of the City Manager’s Office, you will manage complex schedules, coordinate executive meetings and engagements, oversee the preparation and administration of Council reports and materials, and facilitate communication with internal and external stakeholders. You will be entrusted with highly sensitive, confidential, and politically sensitive information and will be relied upon to exercise exceptional judgment, discretion, and professionalism in all aspects of your work.
This is an ideal opportunity for a highly organized professional who thrives in a fast-paced environment, can anticipate needs before they arise, and understands the importance of supporting executive decision-making and municipal governance processes.
What You'll Do
- Manage the City’s Manager’s complex calendar, balancing operational priorities, strategic initiatives, governance requirements, and community commitments.
- Coordinate meetings, appointments, and engagements with City Council, senior leadership, government officials, agencies, boards, commissions, community organizations, and other external stakeholders.
- Coordinate, track, and administer Council reports and related materials, ensuring submissions meet established timelines, standards, and governance requirements.
- Monitor Council and committee matters, action items, and follow-up activities, ensuring timely coordination and communication across departments.
- Prepare briefing notes, reports, presentations, correspondence, agendas, information packages, and background materials to support executive decision-making.
- Coordinate and support meetings, committees, and special events, including logistics, agendas, documentation, meeting minutes, and action tracking.
- Manage the flow of information between the City Manager’s Office, City Council, senior leadership team, departments, and external stakeholders.
- Draft, edit, proofread, and coordinate executive communications and correspondence.
- Maintain records and office administration systems, ensuring information is organized, accessible, and managed appropriately.
- Assist with budget monitoring, forecasting, variance tracking, and other administrative functions within the City Manager’s Office.
- Provide leadership, guidance, and support to assigned administrative staff.
- Build and maintain strong working relationships with internal and external stakeholders while delivering exceptional customer service.
What We're Looking For
A resourceful and proactive professional who can confidently manage competing priorities, navigate complex organizational environments, and represent the City Manager’s Office with professionalism and diplomacy.
The ideal candidate will possess:
- A diploma or degree in Business Administration, Office Administration, Public Administration, or a related field. A combination of relevant education and experience may be considered.
- A minimum of seven (7) years of progressively responsible executive experience supporting senior leaders in a complex organization including executive leadership teams, elected officials, boards, or committees.
- A minimum of five (5) years of supervisory or leadership experience, including coaching, performance management and coordinating the work of administrative or support staff.
- Strong political acumen and the ability to navigate complex organizational and stakeholder relationships.
- Knowledge of municipal or governance processes, Council or Board reporting procedures, and public sector operations.
- Experience coordinating Council or Board reports, executive-level meetings, agendas, briefing materials, and stakeholder engagements.
- Exceptional judgment, discretion, and professionalism when handling confidential, sensitive, and politically sensitive information.
- Outstanding organizational, planning, and time-management skills, with the ability to effectively manage multiple priorities and competing deadlines.
- Excellent written and verbal communication skills, including experience drafting professional correspondence, reports, and briefing materials.
- Strong interpersonal and relationship-building skills with the ability to work effectively with elected officials, senior leaders, employees, community partners, external agencies, and members of the public.
- Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
Employment Type: Permanent Full-Time
Annual Salary: $81,115.00 - $108,154.00
Why Join Us?
- At the City of Regina, you'll have the opportunity to contribute to work that supports City leadership and helps shape decisions that impact our community. You will work alongside dedicated professionals in a collaborative environment that values service excellence, accountability, respect, integrity and continuous improvement.
- If you are a highly organized professional who thrives in a dynamic environment and enjoys supporting executive leaders through complex priorities, strategic initiatives, and municipal governance processes, we encourage you to apply.
Apply today and play a key role in supporting the leadership that helps move Regina forward.
