Town of Battleford Seeks Town Hall Administration Executive Assistant

Town of Battleford Seeks Town Hall Administration Executive Assistant

Key Responsibilities

Legislative and Council Administration

• Prepare and distribute Council and Committee meeting agendas in compliance with the Municipalities Act and the Town’s Council Procedures Bylaw.
• Record, transcribe, and maintain Council and Committee meeting minutes with accuracy and timeliness.
• Maintain official bylaws, resolutions, and policy registers, ensuring all bylaws, contracts, and agreements are properly executed and archived.
• Ensure the Town’s records and information management practices comply with the Freedom of Information and Protection of Privacy Act (FOIP) and internal policies.
• Support the CAO and Mayor in ensuring adherence to legislative and procedural requirements for all municipal operations.

Administrative and Executive Support

• Provide comprehensive and confidential administrative assistance to the CAO and Mayor, including correspondence, scheduling, and coordination of meetings and events.
• Draft, proof, and prepare professional correspondence, reports, and briefing notes for Council, administration, and external agencies.
• Coordinate Council appointments to boards, committees, and commissions, maintaining accurate records.
• Assist with preparation and publication of public notices, tenders, and advertisements in compliance with legislative timelines.
• Maintain accurate and secure filing systems, records, and databases in accordance with Town policies and retention schedules.

Research, Communication, and Coordination

• Conduct research and compile background materials for Council reports, policy development, and communications to higher levels of government.
• Maintain current knowledge of municipal legislation, policies, and administrative best practices.
• Support internal and external communications between the CAO’s Office, Mayor’s Office, Council, and staff.
• Prepare briefing materials and communication content for Council and public information as directed.

Confidentiality and Professional Conduct

• Attend and support In‑camera Council meetings, always ensuring absolute confidentiality.
• Adhere to the Town’s Code of Conduct, Confidentiality Policy, and the Non‑Disclosure Agreement (NDA).
• Exercise discretion, impartiality, and sound judgment when handling sensitive information.
• Demonstrate integrity, professionalism, and a commitment to good governance in all interactions.

Other Duties

• Plan and coordinate Town events, receptions, and ceremonial functions as directed by the CAO.
• Serve as Commissioner of Oaths when required.
• Aid front‑line administrative staff as needed.
• Perform other related duties as assigned by the CAO.

Qualifications

Required

• Grade 12 education or equivalent.
• Minimum five (5) years of progressive experience in a municipal government administrative role or an equivalent senior administrative position.
• Strong knowledge of the Municipalities Act (Saskatchewan), Freedom of Information and Protection of Privacy Act (FOIP), and municipal governance procedures and legislative processes.
• Demonstrated experience in preparing Council agendas, minutes, and legislative documentation.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and electronic records management systems.
• Excellent organizational skills, attention to accuracy, and ability to meet deadlines.
• Strong communication and interpersonal skills with the ability to interact professionally with elected officials, staff, and the public.
• Proven ability to manage confidential and politically sensitive information.
• Minimum typing speed of 50 words per minute.
• Must be Bondable.

Preferred / Assets

• Post‑secondary education in Business or Office Administration, Local Government Administration Certificate from the University of Regina (or equivalent).
• Training or certification in Municipal Law, Public Administration, or Records Management.
• Occupational Health and Safety (OH&S) Levels I and II.
• First Aid and CPR certification.

Core Competencies

• In‑depth understanding of municipal legislation, governance, and procedural compliance.
• Exceptional discretion and judgment in managing confidential or politically sensitive information.
• Strong written, verbal, and interpersonal communication abilities.
• Excellent organizational and time‑management skills with the ability to balance multiple priorities.
• Self‑motivated, reliable, and capable of working independently in a fast‑paced environment.
• Commitment to professionalism, accuracy, and ethical conduct in all duties.

Compensation

• Salary Range: $50,000 - $70,000 annually
• Comprehensive health and dental benefits package
• MEPP Pension Plan (with employer match)
• Supportive team environment

How to Apply

Interested candidates are invited to submit their resume and cover letter to:

Town of Battleford
Box 40, Battleford, SK. S0M 0E0
Email: CAO@battleford.ca
Subject Line: Application – Town Hall Administration – Executive Assistant

This opportunity will remain open until a suitable candidate is found.
Expires: March 14, 2026

Unit 305 - 4741 Parliament Ave.
Regina, SK S4W 0T9