Executive Assistant

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 individuals to join our Fire and Emergency Services Department as an Executive Assistant. Position Type: Permanent Full Time
Number of Positions: One (1)
Department: Fire and Emergency Services Department
File Number: SV26-127
Location: Fire Station 1 ( 60 Bettes Street, Belleville, ON)
Hours: 35 hours per week, Monday to Friday, 8:30 AM – 4:30 PM
Employee Group: Non-Union
Salary: Grade 9 ($83,128.45 to $98,961.48)
Closing Date: Friday, November 27, 2026at 4:30 PMPURPOSE AND SCOPE:
The Executive Assistant provides high-level administrative, analytical, financial and operational support to the Director, Fire and Emergency Services. This position supports strategic decision-making across the Fire and Emergency Services (FES) portfolios, including developing, implementing, and analyzing daily, monthly, and annual emergency response reporting and performance metrics. The Executive Assistant is responsible for compiling and evaluating data to support forecasting, identifying trends, and informing the development of best practices, ensuring alignment with key performance indicators, industry standards, and service delivery requirements that reflect the Corporation’s operational needs and circumstances.
The Executive Assistant works with a high degree of independence, judgment, discretion, and professionalism. The role regularly participates in and supports sensitive corporate matters and is entrusted with highly confidential information related to personnel matters, volunteer fire services labour relations, corporate strategy, Council, Senior Leadership Team discussions, and emergency operations. During major incidents or Emergency Operations Centre activations, the position provides confidential administrative and coordination support to facilitate timely, informed, and effective emergency response activities.
KEY DUTIES AND RESPONSIBILITIES:

• Collect, analyze, track, and report on operational, financial, performance, and key performance indicator (KPI) data to support the Director’s decision-making across the Fire and Emergency Management portfolios.
• Support financial planning and stewardship by forecasting annual expenditures; assisting with the development and monitoring of operating and capital budgets; assessing assets identified in the Asset Management Plan for replacement, renewal, consolidation, or other lifecycle actions; and monitoring FES revenue streams, including false alarms, Highway 401 responses, fireworks permits, and file searches.
• Identify, research, coordinate, prepare, and submit grant opportunities relevant to Fire Services and Emergency Management, including supporting documentation, reporting requirements, and follow-up activities.
• Provide senior-level executive and administrative support to the Director, including managing calendars; scheduling meetings; preparing agendas, briefing notes, correspondence, reports, and presentations; and coordinating materials for Council, Senior Leadership Team (SLT), committees, external stakeholders, and other audiences.
• Conduct research and prepare concise briefing materials, issue summaries, recommendations, and confidential reports to support the Director’s review, development, implementation, and communication of departmental and corporate strategies.
• Coordinate and monitor departmental initiatives, projects, and action items in collaboration with internal departments and external partners; track progress against timelines and deliverables; and support timely resolution of issues.
• Coordinate departmental responses to internal and external inquiries, ensuring accurate, timely, and consistent communication.
• Oversee FES payroll submissions, ensuring information is complete, accurate, timely, and handled in accordance with applicable procedures and confidentiality requirements.
• Serve as the departmental liaison for FES content on the City website, coordinating updates to ensure information is current, accurate, accessible, and aligned with corporate communication standards.
• Maintain secure and accurate confidential files, records, privileged communications, and reports related to FES matters, volunteer fire services labour relations, Council and SLT discussions, corporate strategy, local businesses, community partners, and other sensitive matters.
• Provide confidential administrative support during major incidents and Emergency Operations Centre activations, including preparing and maintaining records, acting as a scribe as required, coordinating administrative communications, and activating the corporate mass notification system. The position may be exposed to sensitive information involving police, fire, emergency medical services, and provincial or federal partners.
• Support departmental Accessibility for Ontarians with Disabilities Act (AODA) requirements and initiatives, as assigned.
• Perform all responsibilities through an equity, diversity, inclusion, accessibility, and respect lens, promoting fair, inclusive, and culturally responsive practices in all interactions and work products.
• Perform other related duties as assigned.

Note: Above duties are representative of a typical position and are not to be construed as all-inclusive.

QUALIFICATIONS
MINIMUM EDUCATION:

• Four-year Degree in Business Administration, Public Administration, Human Resources, Data Analytics.
• Satisfactory Criminal Record Check (“CRC”) prior to commencing work at the City of Belleville.

ASSET EDUCATION:

• Project Management Certification e.g., Project Management Professional (PMP), Certified Associate in Project Management (CAPM)
• Data Analytics Certification or Training, e.g., Microsoft Certified: Data Analyst Associate (Power BI), Statistics, Excel, SQL, Tableau.

MINIMUM EXPERIENCE:

• Minimum Three (3) years of progressive experience providing executive-level administrative support.
• Demonstrated experience with data collection, analysis, and reporting in a municipal, public sector, or corporate environment.
• Demonstrated experience supporting the budgeting process.
• Demonstrated experience with HRIS, records management systems, and business intelligence tools.

ASSET EXPERIENCE:

• Three (3) years progressive administrative experience, in a municipal environment.
• Experience with reporting and supporting senior leadership, Council or Board.

Note: A combination of relevant work experience and education may be considered.

WHAT’S IN IT FOR YOU:

• Competitive market salary

• Competitive employer-paid extended health benefits

• OMERS Pension Plan
• Opportunity to enter a hybrid work arrangement subject to applicable policies and approvals, following the successful completion of the probationary period.
• 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.
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).