Lac Ste. Anne County is a progressive rural municipality committed to responsible growth, strong governance, and service to its residents and business community. Located West of Edmonton, the County offers diverse economic opportunities supported by agriculture, tourism, recreation, and small business development.
Reporting directly to the Chief Administrative Officer, the Executive Assistant, Senior Leadership Team, is responsible for providing high-level, confidential administrative, operational, and strategic support to the General Managers. This role ensures the efficient coordination of executive schedules, meetings, and workflow, while overseeing the preparation and quality control of corporate documentation, Council reports, and briefing materials. Acting as a key liaison, the Executive Assistant fosters strong relationships with internal and external stakeholders, maintains confidentiality, and contributes to effective communication and decision-making across the organization.
Duties and Responsibilities
Executive & Administrative Support:
- Provide comprehensive administrative support to the General Managers to ensure legislative, governance, and administrative functions are carried out effectively, accurately, and in a timely manner.
- Serve as a trusted administrative liaison between the General Managers and Lac Ste. Anne County departments, external agencies, government officials, and the public.
- Correspond and interact with ratepayers, government representatives, and Council; respond to public inquiries on general legislative and governance matters through various communication channels.
- Liaise effectively with internal departments, external agencies, community organizations, and other levels of government on behalf of the General Managers.
- Organize, manage, and prioritize the General Managers’ schedule, including meetings, conferences, travel arrangements, and annual event bookings; make decisions related to scheduling, prioritization, and workflow on behalf of the General Managers.
- Support financial processes including purchasing card reconciliation, travel claims, and expense reporting, ensuring accuracy and compliance.
- Support special projects, Lac Ste. Anne County initiatives, and strategic assignments as required.
- Maintain accurate and organized electronic and physical records management systems in accordance with policies and applicable legislation.
- Perform administrative functions such as data entry, scanning, document control, and file management.
- Support special projects, conduct research, and provide functional guidance to administrative support staff as required.
- Maintain a high level of discretion, tact, integrity, and confidentiality in all aspects of the role.
Meetings, Reporting & Documentation:
- Coordinate General Manager meetings, workshops, conferences, and off-site sessions.
- Prepare and distribute agendas, briefing materials, reports, presentations, and meeting documentation in a timely and professional manner.
- Record, distribute, and maintain accurate meeting minutes and track follow-up actions to completion.
- Manage meeting and event logistics, including registrations, venues, materials, and technology requirements.
- Oversee, review, draft, proofread, and edit correspondence, Council reports, briefing notes, and other corporate documents to ensure clarity, accuracy, consistency, branding, and compliance with Lac Ste. Anne County standards.
- Ensure all documentation submitted to Council is clear, concise, properly formatted, and delivered on time.
- Monitor and review financial and operational reports, identifying and resolving issues with appropriate staff prior to General Managers’ approval.
Other Duties
- Assist in the coordination of annual County events, ceremonies, and celebrations hosted by the County office.
- Provide backup and support to the Executive Assistant to the Chief Administrative Officer (CAO) and Council as required, ensuring continuity of operations and consistent administrative support at the senior leadership level.
- Perform other related duties as assigned by the CAO.
Qualifications
Education and Experience:
- Minimum completed high school diploma or equivalent (GED); post-secondary education in a related field considered an asset.
- Strong background in office administration (3-5 years directly related experience); experience in a rural municipal environment considered an asset.
- Knowledge of principles, practices, and techniques relating to municipal legislation in Alberta, particularly as concerns the Municipal Government Act and the Freedom of Information and Protection of Privacy Act.
Skills and Attributes:
- Excellent communication (oral and written) and interpersonal skills, including the ability to clearly communicate complex and technical information.
- Computer literate with proficiency in Microsoft Office programs and other industry-specific applications.
- Ability to maintain a high degree of ethics, discretion and confidentiality.
- Must demonstrate and apply political acuity, honesty, diplomacy, and cultural awareness and sensitivity.
- Ability to build and maintain effective professional relationships with County staff and the public.
- Must be proactive and well-organized, with the ability to prioritize and meet deadlines.
- Attention to detail, solid problem solving, and advanced analytical skills.
- Strong initiative and leadership qualities.
Working Conditions
- This is a full‑time, permanent position.
- The normal work schedule is 35 hours per week, Monday to Friday.
- Regular hours of work are 8:30 a.m. to 4:30 p.m.
- The position is in-person, based in a professional, business-casual office environment, requiring extended periods of sitting, use of a computer, and regular interaction with staff, elected officials, and the public.
- Occasional attendance at meetings or events outside of regular business hours may be required.
Compensation
- Competitive salary
- Comprehensive benefits package
- Participation in Local Authorities Pension Plan (LAPP)
- Professional development opportunities
Opportunity will remain open until a suitable candidate is found.
Benefits:
- Company pension
- Dental care
- Extended health care
- On-site parking
- Paid time off
Application question(s):
- What are your salary expectations for this role?
Experience:
- Office Administration: 3 years (required)
Work Location: In person
