Executive Assistant Fire Department

Salary: $2,315.82 - $3,025.05 bi-weekly

Step 3-4 on the Non-Bargaining Salary Scale. Salary commensurate with experience.

Benefit Spending Allowance: $279.98 bi-weekly

Are you a highly organized professional who thrives in a fast-paced environment, excels at problem-solving, and can seamlessly manage multiple priorities with ease? The position of Executive Assistant with the Fredericton Fire department offers a unique opportunity to support senior leadership, coordinate essential operations, and ensure the smooth functioning of the department.

Reporting to the Deputy Fire Chief, as one of two Executive Assistants working in a shared environment, this multi-faceted position requires a high level of professionalism, tact, and organizational skills, as well as the ability to establish and maintain effective working relationships with Fire personnel, internal/external agencies, and the public in general. As the main point of contact for the Fire Department, the incumbent also provides administrative support to Senior Management, Fire Prevention, as well as to Fire Operations, and Training.

We recognize that candidates bring diverse experiences and backgrounds. Applicants are encouraged to demonstrate how their qualifications meet the essential requirements of the position. Additional valued qualifications may strengthen an application but are not required.

• Minimum prerequisite is secondary education supplemented by completion of appropriate courses at the post-secondary school level.
• Three (3) to five (5) years’ experience in a senior administrative assistant role, or equivalent.
• Experience with Microsoft Office Suite is required.

Equivalent combinations of education, training, and experience may be considered where they provide the knowledge, skills, and abilities required to perform the essential duties of the position. Applicants are encouraged to describe how their background aligns with the requirements of the role.

• Experience in departmental operating procedures, policies and guidelines would be considered an asset.
• The ability to speak in both official languages would be considered an asset.
• Attention to detail, ability to conduct detailed review of data and analysis ability to understand a situation by identifying processes and applying systems thinking.
• Ability to identify issues or problems and develop strategies, ideas and opportunities for resolving them.
• Maintain employee and workplace privacy and confidentiality.
• Ability to build professional relationships within the team, the organization and with external groups and businesses.
• Communicate effectively both verbally and written.
• Manage competing priorities and expectations for quality, and timely service.
• Ability to work as part of a team to accomplish organizational objectives and goals.
• Take responsibility and ownership for decisions, actions, and results. Accountable for both how and what is accomplished.
• Remains calm in stressful situations.
• Willing to learn new skills as required.

• Provide administrative support to the Chief Officers and divisions including Fire Prevention, Training and Suppression.
• Serve as a liaison between the department and the public, city officials, government agencies, and the media.
• Prepare reports, correspondence, briefing notes, and presentations in collaboration with senior staff.
• Assist with budgeting tasks, cash flow projections, and budget transfer requests.
• Oversee office operations, ensuring functionality.
• Front-line reception for the public (including general inquiries, fire prevention related inquiries, burn permit applications, station tours, deliveries, etc.).
• Handle highly confidential and sensitive information. Maintaining employee records, tracking absences, supporting payroll and benefits coordination.
• Draft job descriptions, employee letters, and official status updates for employees.
• Coordinate and assist with special projects, department management meetings, award ceremonies, conferences, and other meetings as required.
• Recording secretary for identified departmental meetings.
• Establish and maintain close working relationships with applicable internal and…