Executive Assistant – Mayor, Council & City Manager
Job in
Terrace, BC, Canada
Listing for:
City of Terrace
Full Time
position
Listed on 2026-03-03
Job specializations:
-
Administrative/Clerical
Business Administration, Government Administration, PR / Communications, Clerical
-
Government
Government Administration, PR / Communications
Salary/Wage Range or Industry Benchmark: 72803 - 85123 CAD Yearly
CAD
72803.00
85123.00
YEAR
Job Description & How to Apply Below
City of Terrace
Executive Assistant – Mayor, Council & City Manager
City Hall - Administration
DUTIES:
Manage the schedules of the City Manager and Council, including coordinating and confirming meetings, appointments, and community events.Ensure efficient calendar management by anticipating scheduling needs, resolving conflicts, and prioritizing requests.Arrange all necessary logistics for official travel or event attendance, such as booking transportation and accommodations and preparing detailed itineraries for conferences and meetings.Coordinate all aspects of Council, committee, and executive leadership meetings to ensure they run smoothly.Attend meetings to accurately record minutes and decisions, tracking and following up on action items.Prepare agendas, minutes, and related legislative documents under the direction of the Director of Administration/Corporate Officer and in accordance with applicable municipal legislation, City bylaws, and established policies and procedures.Serve as the communications hub for the City Manager/Mayor’s offices, handling incoming and outgoing correspondence with professionalism and efficiency.Draft, proofread, and format a wide range of documents, including letters, memos, emails, reports, and briefing notes.Act as first point of contact, including fielding phone calls, emails, and in-person questions from citizens, staff, and external stakeholders, addressing issues directly or routing them to the appropriate department for resolution.Maintain consistency and responsiveness in all correspondence to promote clarity and accountability.Facilitate effective information flow between the City Manager/Mayor and internal and external stakeholders, including relaying decisions, directives, and pertinent information to Council, staff, and external agencies as appropriate.Build and maintain effective working relationships with a wide network of contacts, including provincial and federal offices and community leaders and stakeholders.Assist, under direction, with records management and information access processes in accordance with the Freedom of Information and Protection of Privacy Act and City records management policies.Undertake special assignments, research tasks, and strategic projects as delegated.Organize and attend public, interdepartmental, and Council events.Assist in preparing presentations, speaking notes and background materials.Provide support related to municipal elections and governance processes in accordance with applicable legislation and City policies.In the event of an Emergency Operations Centre (EOC) activation, may be assigned duties within the EOC consistent with training and qualifications.Provide backup support to the Director of Administration/Corporate Officer and may be appointed as Deputy Corporate Officer where formally designated.Other duties may be assigned as required.MINIMUM QUALIFICATIONS:
Post‑secondary diploma in Business Administration, Public Administration, Office Management/Administration, or a related field.Additional professional training or certification, such as coursework in project management, public administration, legislative services, or corporate communication, is considered an asset.An equivalent combination of education, training, and related experience will be considered.Minimum five (5) to seven (7) years administrative experience in an executive assistant or senior administrative support role.Proven track record of managing high‑volume scheduling and communications.Experience working under pressure and meeting tight deadlines.Experience in a municipal government or public sector setting is considered an asset.Valid Class 5 British Columbia Driver’s Licence.JOB SPECIFIC TESTING MAY FORM PART OF THE INTERVIEW/SELECTION PROCESS
SALARY RANGE: $72,803 - $85,123/ANNUM
HOURS OF WORK: 35 hours/week.
BENEFITS: As per Policy
REPORTING TO: CITY MANAGER
This job posting will remain open until: 4:30 PM, FRIDAY, MARCH 20, 2026
APPLICATIONS MUST BE FORWARDED TO HUMAN RESOURCES MANAGER AT , NOT LATER THAN THE ABOVE DATE AND TIME.
POSTING DATE: February 27, 2026
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