Executive Operations Advisor - Community Services

Company Description

The County of Grande Prairie builds on its natural environment and the entrepreneurial spirit of its citizens to provide an unmatched quality of life and opportunity for all. We offer a collaborative and dynamic workplace where our values of Respectful, Strategic and Accountable guide our conduct and contribute to a healthy culture.

Job Description

Community Services is seeking a highly organized and proactive Executive Operations Advisor to provide confidential executive, operational, and administrative support to the General Manager, Community Services.

This position plays a key role in supporting the effective operation of a diverse service area that includes Fire Services, Enforcement Services, Recreation and Culture, Agriculture Services, Family and Community Support Services, Library Services, and Emergency Management. The Executive Operations Advisor is responsible for coordinating divisional priorities, monitoring budgets and commitments, supporting strategic initiatives, facilitating information flow, and ensuring effective follow-up on Council and General Manager directives.

The successful candidate will also oversee the Community Services intake function and provide supervision and leadership to Program Assistants who support customer inquiries, complaint routing, permit-related requests, and operational administration across the division.

Job Duties & Responsibilities

Executive and Strategic Support

• Provide confidential executive support to the General Manager, Community Services.
• Coordinate calendars, meetings, appointments, and briefing materials.
• Research, draft, and prepare reports, correspondence, presentations, and Requests for Decision.
• Monitor divisional priorities, emerging issues, and strategic initiatives, providing analysis and recommendations to support informed decision-making.
• Support compliance with applicable legislation, regulations, and County policies.

Budget and Administrative Coordination

• Coordinate and monitor the Community Services budget, including expenditure tracking, variance monitoring, forecasting, and financial reporting.
• Assist departments with budget preparation and monthly budget reviews.
• Ensure accurate financial coding, invoice processing, and expenditure documentation.
• Liaise with provincial ministries, funding agencies, and internal departments regarding grants, project costs, and financial matters.

Operational Coordination and Issue Management

• Coordinate and track Council actions, General Manager assignments, and divisional commitments.
• Monitor progress on department initiatives and identify risks, delays, and operational concerns.
• Facilitate communication and collaboration across Community Services departments.
• Serve as a key point of contact for administrative inquiries from internal and external stakeholders.

Intake and Team Supervision

• Supervise Program Assistants responsible for Community Services customer intake and administrative support.
• Provide coaching, scheduling, workload coordination, and performance support.
• Ensure inquiries, complaints, permit requests, and service requests are handled efficiently and routed appropriately.
• Support service excellence through consistent intake processes and records management practices.

Records, Meetings, and Project Support

• Coordinate and attend Community Services leadership meetings and maintain meeting records.
• Support division-wide events, meetings, and communications.
• Manage electronic and physical records in accordance with County requirements.
• Support emergency management activities, special projects, public engagement initiatives, and cross-departmental committees as assigned.

Qualifications

Education and Experience

• Diploma in Business Administration, Public Administration, Office Administration, or a related discipline. Equivalent combinations of education and experience may be considered.
• Minimum three (3) to five (5) years of experience providing executive-level administrative and operational support within a complex organization.
• Experience managing budgets and financial administration.
• Supervisory experience would be considered an asset.
• Experience in a municipal government environment and/or a Certificate in Local Government Administration would be considered an asset.
• Bachelor's degree in a related field would be considered an asset.

Knowledge, Skills, and Abilities

• Exceptional organizational, planning, coordination, and time-management skills.
• Strong understanding of budgeting, expenditure tracking, and financial administration.
• Demonstrated ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Strong leadership, interpersonal, and relationship-building skills.
• Ability to maintain confidentiality and exercise sound judgment in a highly sensitive environment.
• Advanced proficiency with Microsoft 365 and office technology.
• Strong written and verbal communication skills.
• Knowledge of municipal government operations, governance processes, and related legislation is considered an asset.

Additional Information

What We Offer

The County of Grande Prairie provides a competitive compensation package, including comprehensive benefits and participation in the Local Authorities Pension Plan (LAPP). We actively support professional development and foster an engaging, team-oriented work environment.

Other Employee Perks

• Health and wellness benefits (myHSA)
• Personal fuel card with discounted pricing
• County campground discounts
• Personal cell phone plan discounts
• Discounted gym membership rates
• Learning and development opportunities
• Employee recognition programs

Work Schedule

This position works 35 hours per week, Monday through Friday from 8.30 am to 4.30 pm, based out of the Community Services Building in Clairmont, Alberta. Occasional evening meetings or additional hours may be required to support operational needs and special projects.

Hourly Pay: $52.52 – $61.79.

Closing Date: This posting will remain open until August 30, 2026 at 11:59 p.m. Mountain Time.

As part of the County of Grande Prairie’s commitment to provide a safe and healthy workplace, we encourage and support a scent-free environment.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Only applications submitted online will be accepted. If you would like to include a cover letter, please combine your resume and cover letter as one document and upload while applying. We do not accept applications sent via email.

The County of Grande Prairie recognizes and values the principles of fair hiring practices. We are committed to a respectful and inclusive workplace and welcome applications from all qualified individuals. Should you require accommodation through any stage of the recruitment process, please contact [email protected] and we will work with you to meet your needs.

• This posting may be used for future vacancies or to fill more than one position
• This posting may be open until a suitable candidate(s) is/are found.

Please note that once your application is complete, you will receive a confirmation email. If we require any additional information we will contact you. Due to the volume of applications received we can only answer questions at the interview stage.