Executive Assistant/Project Coordinator

City of Penticton

Executive Assistant/Project Coordinator

The City of Penticton is seeking a dynamic Administrative Professional who thrives in a fast-paced environment and enjoys having a variety of daily administrative responsibilities and projects to tackle.

The Executive Assistant/Project Coordinator is a uniquely shared role in which the incumbent will primarily support CFO, while also providing administrative support to the Human Resources Department.

This role demands an incumbent who is exceedingly organized, demonstrates strong project management and organizational skills, is highly proficient in Excel and Microsoft Office, and is an excellent written and verbal communicator. Key responsibilities include:

Executive Administrative Support to CFO

  • Schedules and manages calendar for CFO.
  • Arranges for travel and accommodation, books conferences and courses.
  • Finalizes correspondence, reports and presentations.
  • Prepares agendas for review and take minutes during Financial Leadership, and other, meetings.

Business Planning and Reporting
  • Coordinates preparation of the annual Corporate Business Plans and Annual Financial Report in collaboration with CFO, Budget Analyst and various City departments.
  • Extensive use of Envisio (strategic initiative tracking software), provides training and support to the 50 users throughout the City.
  • Supports the Financial Teams' efforts in producing Quarterly Financial and Business Initiative updates for Council.

Insurance and Risk Management
  • Supports the CFO as it relates to the insurance and legal claims received by the City.
  • Liaises with liability and property insurance providers, tracks claims and coordinates flow of information to and from the City.
  • Supports the CFO by coordinating activities and preparation of agendas and minutes for the City's Risk Management Committee.

Human Resources Support
  • Manages and updates the Organization Charts both through an online portal and across our company intranet.
  • Manages the administration of electronic Employee Development Discussion forms.
  • Provides other HR administrative support including contractor payroll, reference checks, compensation reviews, and assistance with long service awards.

Required Qualifications:
  • Minimum of 3 years' experience as a senior-level administrative professional in a similar environment.
  • Work experience as an Executive Assistant, HR Administrator, or similar role.
  • Experience working in a public sector environment will be considered an asset.
  • Completion of an office administration diploma or other related designation.
  • Can do attitude able to meet challenges, handle pressure, and resolve problems while maintaining a positive and focused outlook.
  • Highly proficient in Microsoft Office Suite.
  • Strong aptitude for working with data and databases and the ability to create reports and analyze the resulting data.
  • Keyboarding speed of 60 wpm accompanied by a high degree of accuracy in data entry.
  • Adaptable and able to shift focus frequently.
  • Exhibits confidentiality and discretion with regard to private information.

This is a phenomenal opportunity for someone who is looking to contribute to the advancement of various departments by providing multifaceted administrative and project support. If you are seeking a challenging opportunity and possess the above mentioned qualifications, we would love to hear from you!

We welcome your cover letter and resume by Monday, September 23, 2019. Salary for this exempt full-time permanent position will be determined by the candidate's qualifications and experience.


Organization: City of Penticton
Location: Penticton, BC
Region: Okanagan Valley / Similkameen
Professional Category(s): Financial Administration, Human Resources, Office Administration
Posted: September 12, 2019, 8:25 am
Expires: September 23, 2019, 8:28 am

Want new jobs like this sent to you?

Advanced Search

Show Advanced Search

Useful Links

Back to Top

About Us

We work tirelessly to promote local government career opportunities.

Tools & Resources

Canada's #1 Local Government job posting website.

Postings by Email

Receive email alerts, or sign up for our weekly e-bulletin.