Executive Assistant to Deputy Chief​/Chief Administration Officer

Executive Assistant to the Deputy Chief / Chief Administration Officer

Competition Number: 20511

Applications will be accepted until 2359hrs on 30/01/2026.

This posting is for anticipatory temporary and permanent positions. All civilian competitions include the possibility of extension and/or additional temporary or permanent positions.

Salary Information: $81,885.44 - $96,436.34 annually. (2026 rates of pay)

All applications must be received on time and through the online application system. Applicants are required to upload their cover letter and resume in addition to the candidate profile. The cover letter should clearly outline your qualifications for this position.

More information about our hiring process can be found on the website under the Hiring Process menu.

Directorate: Executive Services Section: Executive Services

Pay Group: Five (5)
Job Code:

Supervisor

Title:

Deputy Chief / CAO

Effective Date: April 1, 2022

• Under the supervision of the respective Deputy Chief or CAO, the Executive Assistant provides executive support services, on assignment to a member of the Executive (Deputy Chief or CAO).
• Provides executive administrative services for the Executive Office and the Office of the Chief of Police exercising considerable initiative and judgement and working in support of, and in partnership with the Executive Services Team.

Provide Executive Administrative Services:

• Prepare daily agenda and ensure meeting files are available as needed.
• Compose correspondence for signature and/or conduct research/collect background information.
• Prepare reports and other documents; proofread and edit documents for grammar, spelling and compliance with procedures, policies and standards.
• Follow up on directives, inquiries and correspondence to ensure they have been dealt with in an appropriate manner.
• Coordinate and schedule appointments and meetings.
• Plan for and support assigned meetings including preparing agendas and other information required, determining issues that will or may be addressed and other background information, compile/prepare briefing notes from various sources, send invitations/notifications etc., arrange facility, food, and equipment, attending meetings, transcribing/editing minutes, identifying action items, obtaining appropriate sign off and arranging for distribution of minutes, ensuring that action items have been delivered to those responsible and the appropriate follow up is monitored.
• Keep Chief’s office appraised of issues brought forward by OPS members.
• Coordinate travel and conferences by arranging transportation, accommodations, registration, and per diems; prepare, submit and follow up on travel claims.
• Serve as principle liaison for Board report coordination and issues arising from Board reports.
• Liaise with other executives and members of the OPS, elected officials, community groups, government ministries, and embassies etc.
• Coordinate all translation requirements.
• Provide support to the Executive Officer in the preparation of the Police Services Board package and in the planning and implementation of the annual Community Awards Ceremony & Police Awards Ceremony. Coordinate all invitation logistics, including RSVP and gathering details such as where, when, dress, other attendees etc.
• Coordinate thank you responses to letters of recommendation (commendation) from the public and coordinate with appropriate internal office for recognition.
• Alert senior staff to urgent requests from Executives and others requiring immediate attention.
• Respond to, prioritize and/or refer queries.
• Receive correspondence (electronic or paper), review and establish priority and direction.
• Read, distribute and track incoming and outgoing correspondence or other documents.
• Greet and assist visitors.

Assist with Office Operations:

• Assist with projects as assigned; provide insight to the Chief’s office during planning and implementation phases.
• Participate in regular and ad hoc meetings to increase the level of communication, team skills etc. and to perpetuate a team-based approach to service delivery.
• Raise issues and concerns with an aim to resolve in a proactive…