Executive Assistant - Fredericton Fire Department

City of Fredericton • Fredericton, NB

2d • CA$60,211 - CA$78,651

About The Position

The position of Executive Assistant with the Fredericton Fire department offers a unique opportunity to support senior leadership, coordinate essential operations, and ensure the smooth functioning of the department. This multi-faceted position requires a high level of professionalism, tact, and organizational skills, as well as the ability to establish and maintain effective working relationships with Fire personnel, internal/external agencies, and the public in general. As the main point of contact for the Fire Department, the incumbent also provides administrative support to Senior Management, Fire Prevention, as well as to Fire Operations, and Training.

Requirements

• Minimum prerequisite is secondary education supplemented by completion of appropriate courses at the post-secondary school level.
• Three (3) to five (5) years’ experience in a senior administrative assistant role, or equivalent.
• Experience with Microsoft Office Suite is required.

Nice To Haves

• Experience in departmental operating procedures, policies and guidelines would be considered an asset.
• The ability to speak in both official languages would be considered an asset.
• Attention to detail, ability to conduct detailed review of data and analysis ability to understand a situation by identifying processes and applying systems thinking.
• Ability to identify issues or problems and develop strategies, ideas and opportunities for resolving them.
• Maintain employee and workplace privacy and confidentiality.
• Ability to build professional relationships within the team, the organization and with external groups and businesses.
• Communicate effectively both verbally and written.
• Manage competing priorities and expectations for quality, and timely service.
• Ability to work as part of a team to accomplish organizational objectives and goals.
• Take responsibility and ownership for decisions, actions, and results. Accountable for both how and what is accomplished.
• Remains calm in stressful situations.
• Willing to learn new skills as required.

Responsibilities

• Provide administrative support to the Chief Officers and divisions including Fire Prevention, Training and Suppression.
• Serve as a liaison between the department and the public, city officials, government agencies, and the media.
• Prepare reports, correspondence, briefing notes, and presentations in collaboration with senior staff.
• Assist with budgeting tasks, cash flow projections, and budget transfer requests.
• Oversee office operations, ensuring functionality.
• Front-line reception for the public (including general inquiries, fire prevention related inquiries, burn permit applications, station tours, deliveries, etc.).
• Handle highly confidential and sensitive information. Maintaining employee records, tracking absences, supporting payroll and benefits coordination.
• Draft job descriptions, employee letters, and official status updates for employees.
• Coordinate and assist with special projects, department management meetings, award ceremonies, conferences, and other meetings as required.
• Recording secretary for identified departmental meetings.
• Establish and maintain close working relationships with applicable internal and external agencies such as the Office of the Fire Marshall, suppliers, departmental partners.
• Submit applications for awards and maintain seniority records.
• Proof and format standard operating procedures (SOP’s) for approval and distribution.
• Draft Admin Reports to Council, CIC, Public Safety & Environment Committee, and liaise with the City Clerk's Office regarding admin reports, verbal presentation, PowerPoints, etc.
• Submit applications to the Office of the Fire Marshal for Provincial Service Awards.
• Submit applications to the Office of the Fire Marshal for Governor General Exemplary Service Medal/Federal.
• Update award information and presentation dates in detailed excel spreadsheet, which includes complex formulas to calculate service time, previous fire service.

Benefits

• Benefit Spending Allowance: $279.98 bi-weekly
• Flexible benefit spending allowance that helps you build the coverage that best fits your needs.
• Comprehensive health, dental, and insurance options
• Access to confidential support through our Employee and Family Assistance Program.
• Vacation entitlements that grow with years of service
• Option for eligible employees to purchase additional prorated leave each year
• Shared risk pension plan, with contributions from both you and the City.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree