Overview The City of Kitchener is seeking a highly organized, collaborative and proactive Executive Assistant to provide senior-level administrative and operational support within Infrastructure Services.

Reporting to the General Manager, Infrastructure Services, this position serves as a trusted partner to senior leadership, supporting the General Manager, Director of Gas & Water Utilities, the Infrastructure Services Senior Management Team and departmental initiatives across a diverse department serving more than 650 employees. The Executive Assistant also supports operational priorities within the Gas & Water Utilities, working closely with the management team of Kitchener Utilities.

Acting as a trusted partner to senior leadership, the Executive Assistant manages complex priorities, coordinates major departmental initiatives, oversees significant administrative and financial processes, and serves as a key liaison with internal and external stakeholders. The role requires exceptional organizational skills, sound judgment, political acuity, professionalism, confidentiality, and the ability to work independently in a fast-paced and continuously evolving environment.

This position is ideal for an experienced professional who thrives on managing multiple priorities, leading complex administrative projects, coordinating large-scale events and initiatives, and creating efficient systems and processes that enable organizational success.

Responsibilities

- Provide executive-level administrative support to the General Manager and Director, including calendar management, meeting coordination, correspondence and confidential communications.
- Provide administrative support to Kitchener Utilities Gas & Water division (KU).




- Independently manage competing priorities, anticipate leadership needs, proactively resolve scheduling and operational challenges, and ensure follow-up on key commitments and actions.
- Coordinate and support the Infrastructure Services Senior Management Team and departmental leadership initiatives.
- Act as a liaison between senior leadership, staff, elected officials, community partners, regulatory agencies and external stakeholders.
- Coordinate departmental initiatives, strategic planning activities, employee engagement events, recognition programs, workshops and team-building activities.
- Provide financial and administrative support, including invoice processing, purchasing, expense administration, budget monitoring, financial reporting and records management.
- Support onboarding and orientation activities for recent employees, including coordination of system access, equipment, workplace requirements and administrative processes
- Support Council reporting processes, approvals and corporate governance requirements.
- Develop, maintain and enhance administrative systems, procedures and documentation to support departmental effectiveness.
- Lead and support continuous improvement initiatives by applying Lean principles and practices to streamline workflows, reduce waste, standardize processes and improve service delivery.




- Maintain confidentiality while exercising sound judgment, professionalism and political acuity.
- Foster a positive workplace culture through collaboration, relationship-building and a commitment to service excellence.
- Perform other duties as assigned.

Education
- Minimum 2-year diploma or two years in a post-secondary program in a related field.

Experience

- Minimum 2 years of related and relevant experience.

Skill Equivalency (if applicable) Applicants will be considered if a combination of their education and experience meets the following pre-determined skill equivalency:
- Grade 12 Diploma plus up to 1 year of post-secondary courses with minimum 4 years’ related and relevant experience OR
- 3-Year Degree/Diploma with minimum 1 year related and relevant experience.

Knowledge, Skills, And Abilities

- Experience coordinating multiple priorities and managing competing deadlines in a fast-paced environment.
- Demonstrated experience supporting budgets, financial administration and purchasing processes.
- Proven ability to handle confidential information with discretion and professionalism.
- Exceptional organizational, communication and interpersonal skills.
- Advanced proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
- Experience leading or participating in continuous improvement initiatives, process redesign, workflow optimization or Lean projects.
- Experience coordinating large-scale staff engagement, culture-building or organizational development initiatives.
- Ability to perform work with minimal direct supervision.
- Reliable with a good attitude and employment record.

📌 Executive Assistant (Infrastructure Services) (Kitchener)
🏢 City of Kitchener
📍 Kitchener