EXECUTIVE ASSISTANT
The City of Belleville, known as the ‘Friendly City’, is located at the mouth of the Moira River where it meets the picturesque Bay of Quinte. Experience world-class fishing, boating, cycling, and walking along approximately 14 kilometers of waterfront trails. Situated between Toronto and Montreal, and less than one hour from the U.S. border, the City truly is at the center of it all.
Approximately 56,000 people make Belleville their home and over 220,000 live within 30 minutes of the City. We are in close proximity to Prince Edward County where you can discover award winning wineries and numerous beaches including Sandbanks Provincial Park. We are home to Loyalist College of Applied Arts and Technology as well as Albert College, Canada’s oldest co-ed boarding independent private school. The historic downtown core provides numerous restaurants, shopping and live music and theater venues for an amazing cultural experience. Our inviting blend of small town warmth and big city amenities, quality of life and affordable housing make Belleville the perfect place to live, work and play. More information is available at www.belleville.ca
Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individual to join our Community Services Department as an Executive Assistant.
Position Type: Permanent Full Time
Number of Positions: One (1)
Department: Community Services Department
File Number: SV25-116
Location: Quinte Sports and Wellness Centre (265 Cannifton Road, Belleville, ON)
Hours: Monday to Friday, 8:30am to 4:30pm
Employee Group: Non-Union
Salary: Grade 9 ($81,100.93 - $96,547.79 per year)
Closing Date: Friday, October 17, 2025 at 4:30 PM
PURPOSE AND SCOPE:
The Executive Assistant provides high-level administrative, analytical and operational support to the Director of Community Services. This position supports strategic decision making across Recreation Services, Culture, and Property and Facilities by delivering insightful data analysis and reporting on key metrics and service delivery trends. Additionally, the Executive Assistant serves as a strategic liaison, managing the flow of information and access to the Director, and helping to steward effective relationships with external partners.
The position requires handling confidential, sensitive information related to labour relations, personnel matters, Council and Senior Leadership discussions, and corporate strategy by managing privileged communications and preparing confidential reports. It oversees the Director’s office operations, including scheduling, correspondence, meeting coordination, and the preparation of reports and presentations, ensuring efficient workflow and alignment with corporate priorities.
KEY RESPONSIBILITIES:
Collect, analyze, and prepare data-driven reports to support the Director’s decision-making across the department including but not limited to:
Performance metrics (i.e. registration and visitation statistics, service/work order data, etc.)
Facility utilization
Financial results, grant opportunities
Strategic plan implementation, tracking and reporting (i.e. action planning)
DEI, accessibility (i.e. opportunities, compliance reporting, etc.)
Industry trends and legislative changes
Provide executive administrative support to the Director, including calendaring, scheduling meetings, preparing agendas and briefing notes, drafting correspondence, and coordinating presentations and reports for Council, SLT, and external stakeholders.
Prepare, manage, and safeguard highly confidential correspondence, reports, and records, particularly those relating to employee performance, staffing levels, grievances, collective bargaining, and other labour relations matters.
Liaise with work units across the Department and internal departments to track progress on departmental initiatives, ensuring deliverables are met.
Prepare and maintain confidential files and records with discretion and accuracy.
Support the Director in the review, development, and communication of management strategies, including sensitive workplace and labour relations issues, with a requirement to maintain strict confidentiality and discretion.
Conduct research and prepare briefing materials, summaries, and recommendations on a wide range of issues to support the Director.
Coordinate departmental responses to internal and external inquiries, ensuring timely communication.
Support departmental projects and initiatives.
Supports the development of the Culture portfolio and associated tasks as required.
Perform all tasks and responsibilities through the lens of Equity, Diversity, Inclusion, ensuring commitment to fairness, representation, accessibility and respect for diverse perspectives and cultures in all aspects of work.
Perform all other duties as assigned.
Note: the above duties and responsibilities are not to be construed as all-inclusive.
EDUCATION/TRAINING/SPECIALIZED SKILLS:
Minimum Qualifications:
Four (4) years Degree in Business Administration or Public Administration
Satisfactory Criminal Record Check with Vulnerable Record Check (“VSC”) prior to commencing work at the City of Belleville.
Preferred Qualifications:
Data Analytics Certification or Training, e.g. Microsoft Certified: Data Analyst Associate (Power BI), Statistics, Excel, SQL, Tableau.
WORK EXPERIENCE:
Required Qualifications:
Three (3) years of progressive experience providing executive-level administrative support.
Demonstrated analytical skills showing good judgement, sound problem solving and conflict resolution abilities.
Demonstrated experience with Recreation Management software systems (e.g. Xplor) or similar, financial management and asset management software systems (e.g. Vadim/iCity), records management systems, and business intelligence tools.
Preferred Qualifications:
Three (3) years progressive administrative experience at an executive-level, in a municipal environment.
Demonstrated experience with data collection, analysis, and reporting in a municipal, public sector, or corporate environment.
Experience with reporting to and supporting senior leadership, Council or Board.
Demonstrated experience in handling confidential labour relations information, personnel matters, and/or collective bargaining support.
Knowledge of related legislation such as the Municipal Act, 2001, Municipal Freedom of Information and Protection of Privacy Act, Accessibility for Ontarians with Disabilities Act (AODA)
WHAT’S IN IT FOR YOU:
Competitive market salary
Competitive employer-paid extended health benefits
OMERS Pension Plan
Live, work, and play in the beautiful city of Belleville and experience all that it has to offer.
HOW TO APPLY:
www.belleville.ca/careers
We thank all applicants who apply but advise that only those selected for an interview will be contacted.
Please be advised that the City of Belleville uses email to communicate with their applicants for open job postings. It is the applicant’s responsibility to include an updated email address that is checked frequently and accepts emails from unknown users. As we send time-sensitive correspondence regarding recruitments via email, it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the job posting.
Applicants will be required to provide at their own expense a satisfactory criminal reference check dated within the past six (6) months and if deemed a requirement of the position, a driver’s abstract to the Human Resources Department on or before the date of the interview but no later than the commencement of employment if selected.
The City of Belleville is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Division to ensure your accessibility needs are accommodated throughout this process.
Personal information and any supporting material will be administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
