The City of Miramichi is seeking a full-time Executive Assistant to the CAO, Mayor, and Council. Reporting directly to the CAO, this position provides confidential executive administrative support to the CAO, Mayor, and City Council.
Reports To: Chief Administrative Officer (CAO)
Position Summary: The Executive Assistant serves as a key administrative resource, requiring exceptional organizational, communication, and interpersonal skills. The successful candidate will demonstrate sound judgment, discretion, professionalism, and the ability to manage multiple priorities while maintaining confidentiality in a dynamic municipal environment.
The position requires the ability to establish and maintain effective working relationships with senior officials, Directors, Council members, employees, government representatives, community organizations, stakeholders, and the public. Occasional evening and weekend work may be required.
Responsibilities:
- Provides confidential executive administrative support to the CAO, Mayor, and Council.
- Prepares draft and final correspondence, reports, presentations, and other documents on behalf of the CAO and Mayor.
- Develops and maintains positive working relationships with City departments, provincial and federal government representatives, community organizations, stakeholder groups, and members of the public.
- Supports Council and municipal communication initiatives and priorities.
- Maintains complex calendars for the CAO and Mayor, including scheduling appointments, meetings, public engagements, and appearances with internal and external contacts.
- Coordinates meetings, including agendas, reports, supporting documentation, contact lists, logistics, and follow-up activities.
- Maintains electronic and paper records management systems, ensuring correspondence, inquiries, and action items are tracked, prioritized, and addressed promptly.
- Reviews and distributes incoming correspondence for the CAO and Mayor’s Office, identifying matters requiring priority attention.
- Responds to inquiries and correspondence in a timely, professional, and appropriate manner.
- Coordinates travel arrangements, accommodations, conference registrations, and related logistics for the CAO, Mayor, and Council members.
- Processes invoices, prepares expense reports, and coordinates documentation for authorization and payment.
- Prepares and transcribes confidential correspondence, meeting minutes, reports, and other sensitive documentation.
- Coordinates seminars, workshops, special projects, presentations, and municipal initiatives.
- Coordinates office activities, including the scheduling of temporary clerical support when required.
- Assists with the planning and coordination of Council and municipal events, including New Year’s Levee, Canada Day celebrations, swearing-in ceremonies, and other civic functions.
- Develop and improve administrative systems, procedures, and processes to enhance efficiency and effectiveness.
- Maintains a positive and professional image of the City through interactions with visitors, employees, government officials, stakeholders, and members of the public.
- Provides French language support for incoming calls and communications to City Hall.
- Performs other related duties, special projects, and assignments as required.
Required Qualifications:
Education and Experience
- University degree in Business Administration, Public Administration, Office Administration, or a related field, or an equivalent combination of education and progressively responsible administrative experience.
- Minimum of four (4) years of responsible administrative experience, including at least two (2) years supporting senior executives, elected officials, or a similar leadership environment.
- Experience working in a municipal, government, political, or board governance environment is considered an asset.
Knowledge and Skills
- Excellent verbal communication skills in both English and French are required.
- Excellent written communication skills in English are essential; written French proficiency is considered an asset.
- Advanced proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, Teams, and related administrative technologies.
- Strong knowledge of executive office administration, records management, travel coordination, budgeting processes, reports, and document preparation.
- Superior organizational, time management, and multitasking skills, with the ability to prioritize competing demands and work independently.
- High level of discretion, confidentiality, sound judgment, and decision-making ability.
- Ability to interpret and apply municipal policies, procedures, and by-laws.
- Strong interpersonal, customer service, and relationship-building skills.
- Resourcefulness, flexibility, and the ability to adapt to changing priorities.
- Experience handling confidential, sensitive, and politically significant information.
- General knowledge of financial and budgeting processes.
- Ability to maintain accurate electronic and paper-based filing systems.
- Strong attention to detail and meticulous records management skills.
- Professional telephone etiquette and excellent communication skills when interacting with citizens, employees, elected officials, government representatives, and stakeholders.
The city offers competitive salary and benefit package including medical/dental benefits and a defined benefit pension plan.
We thank all applicants for their interest; however, only those invited for interviews will be contacted.
To Apply:
Please submit your resume to Human Resources by 3:00 p.m. on July 22nd, 2026
In person: City Hall, 141 Henry St, Miramichi NB
Email: [email protected]
Fax: 506-623-2404
Pay: $58,012.09-$71,728.86 per year
Experience:
- Administrative: 4 years (required)
Work Location: In person
