Executive Operations Advisor - Community Services

County of Grande Prairie No. 1•Hamlet of Clairmont, AB

1d•CA$53 - CA$62•Onsite

About The Position

Community Services is seeking a highly organized and proactive Executive Operations Advisor to provide confidential executive, operational, and administrative support to the General Manager, Community Services. This position plays a key role in supporting the effective operation of a diverse service area that includes Fire Services, Enforcement Services, Recreation and Culture, Agriculture Services, Family and Community Support Services, Library Services, and Emergency Management. The Executive Operations Advisor is responsible for coordinating divisional priorities, monitoring budgets and commitments, supporting strategic initiatives, facilitating information flow, and ensuring effective follow-up on Council and General Manager directives. The successful candidate will also oversee the Community Services intake function and provide supervision and leadership to Program Assistants who support customer inquiries, complaint routing, permit-related requests, and operational administration across the division.

Requirements

Diploma in Business Administration, Public Administration, Office Administration, or a related discipline. Equivalent combinations of education and experience may be considered.
Minimum three (3) to five (5) years of experience providing executive-level administrative and operational support within a complex organization.
Experience managing budgets and financial administration.
Exceptional organizational, planning, coordination, and time-management skills.
Strong understanding of budgeting, expenditure tracking, and financial administration.
Demonstrated ability to manage multiple priorities while maintaining accuracy and attention to detail.
Strong leadership, interpersonal, and relationship-building skills.
Ability to maintain confidentiality and exercise sound judgment in a highly sensitive environment.
Advanced proficiency with Microsoft 365 and office technology.
Strong written and verbal communication skills.

Nice To Haves

Supervisory experience would be considered an asset.
Experience in a municipal government environment and/or a Certificate in Local Government Administration would be considered an asset.
Bachelor's degree in a related field would be considered an asset.
Knowledge of municipal government operations, governance processes, and related legislation is considered an asset.

Responsibilities

Provide confidential executive support to the General Manager, Community Services.
Coordinate calendars, meetings, appointments, and briefing materials.
Research, draft, and prepare reports, correspondence, presentations, and Requests for Decision.
Monitor divisional priorities, emerging issues, and strategic initiatives, providing analysis and recommendations to support informed decision-making.
Support compliance with applicable legislation, regulations, and County policies.
Coordinate and monitor the Community Services budget, including expenditure tracking, variance monitoring, forecasting, and financial reporting.
Assist departments with budget preparation and monthly budget reviews.
Ensure accurate financial coding, invoice processing, and expenditure documentation.
Liaise with provincial ministries, funding agencies, and internal departments regarding grants, project costs, and financial matters.
Coordinate and track Council actions, General Manager assignments, and divisional commitments.
Monitor progress on department initiatives and identify risks, delays, and operational concerns.
Facilitate communication and collaboration across Community Services departments.
Serve as a key point of contact for administrative inquiries from internal and external stakeholders.
Supervise Program Assistants responsible for Community Services customer intake and administrative support.
Provide coaching, scheduling, workload coordination, and performance support.
Ensure inquiries, complaints, permit requests, and service requests are handled efficiently and routed appropriately.
Support service excellence through consistent intake processes and records management practices.
Coordinate and attend Community Services leadership meetings and maintain meeting records.
Support division-wide events, meetings, and communications.
Manage electronic and physical records in accordance with County requirements.
Support emergency management activities, special projects, public engagement initiatives, and cross-departmental committees as assigned.