Executive Assistant - Administrative Services Department

The District of Central Saanich is seeking an experienced Executive Assistant (Part-Time, 0.50 FTE) to join the Administrative Services Department.

Competition Number 2026-20

The District of Central Saanich, located on the Saanich Peninsula of Southern Vancouver Island enjoys the reputation of being among the best locations in Canada to work, live and play. Central Saanich is bounded on both the east and west by ocean and is known for its scenic rolling countryside and bounty of farms. This community of over 18,000 residents has a vibrant, small village character and includes the Tsawout and Tsartlip First Nations; and it is central to all amenities of the Greater Victoria area.

When you help run a dynamic community, no two days ever feel the same. As part of a growing but tight-knit team, you will have the ability to bring your ideas to the table and influence the organization and the community. Our team is highly collaborative, loves to laugh, is customer service focused, and is dedicated to the fantastic community we serve.

If this sounds like an environment you’d like to be a part of, consider joining us! 

JOB OVERVIEW
Reporting to the Chief Administrative Officer (CAO), the Executive Assistant provides executive level administrative support to the Chief Administrative Officer. The role ensures the efficient, confidential, and professional operation of the CAO’s Office. Working closely with the CAO and senior leadership, the incumbent manages scheduling, communication, and administrative tasks that support strategic and operational priorities across the organization.

The ideal candidate will possess:

• Certificate in Office Administration, Business Administration or a related field; five (5) years of executive support experience; and experience working in the public sector.  An equivalent combination of education and experience may be considered.

Please see the job description below for further information on the duties and requirements of the role.

At the District of Central Saanich we value diversity and are committed to an inclusive, accessible work environment where collaboration and mutual respect bring out the best in all of us. If you need an accommodation for any part of the hiring process, please reach out to us.

The salary for this regular part time (.50 FTE) position is $34,245.00- $37,420.00 (2026 rates). Interested candidates are invited to apply via the form below or by submitting their resume and covering letter, quoting the competition number to resume@csaanich.ca by 4:00 pm on September 8, 2026.

We appreciate your application and interest in working with us; however, due to the volume of applications we receive we are unable to respond to each application and only those candidates under active consideration will be contacted.  

 JOB DESCRIPTION

General Accountability: 

Reporting to the Chief Administrative Officer (CAO), the Executive Assistant provides executive level administrative support to the Chief Administrative Officer. The role ensures the efficient, confidential, and professional operation of the CAO’s Office. Working closely with the CAO and senior leadership, the incumbent manages scheduling, communication, and administrative tasks that support strategic and operational priorities across the organization.
Nature and Scope of Work:

• Provides comprehensive executive administrative support to the CAO, including calendar management, meeting, event and appointment coordination and travel arrangements;
• Serves as the primary point of contact for the CAO’s office and acts as a liaison between the CAO and departments, members of council, interest holders and the public;
• Coordinates and supports the preparation and distribution of agendas, minutes and follow up with a variety of interest holders such as senior leadership, members of council, staff etc.;
• Prepares, edits and proofreads correspondence, briefing materials, reports and presentations;
• Monitors and coordinates incoming correspondence and follow-ups, redirecting or responding as appropriate on behalf of the CAO;
• Organizes internal meetings, team events and leadership planning sessions including organizational logistics, venue booking, preparing agendas and materials, and arranging catering as needed;
• Monitors relevant reports, publications and agendas to support briefing preparation for the CAO;
• Conducts research and drafts notes or remarks on behalf of the CAO; 
• Creates and maintains Department files system in compliance with the District’s records management policies and practices;
• Tracks and submits CAO and office receipts and expenses and supports basic budgeting tasks for the CAO’s office;
• Maintains the Administration Department SharePoint site;
• Supports internal administrative processes and recommends improvements to enhance efficiency;
• Provides support on sensitive and/or confidential initiatives/issues as directed by the CAO;
• Orders and maintains stock of general office supplies for the Department;
• Follows all corporate policies and processes;
• Participates in emergency duties in the event of an emergency or disaster and,
• Performs other related duties as required.

Knowledge, Skills and Abilities 

• Excellent customer service skills with the ability to develop and maintain effective working relationships. 
• Comprehensive executive level knowledge of administrative processes and procedures.
• Strong proficiency with Microsoft Office, SharePoint and online collaboration tools (i.e. MS Teams). 
• Ability to maintain confidentiality of personal and sensitive information, seen, heard and maintain the confidentiality of access to documents.
• Strong attention to detail and ability to work independently with minimal supervision in an environment with frequent interruptions.
• Ability to respond to a wide variety of requests for information and services on the telephone and in person in a professional and courteous manner.
• Ability to administer digital filing systems, calendars, and communication platforms.
• Ability to record and transcribe formal minutes.  
• Strong skills in drafting correspondence to a wide variety of audiences, including coordination to obtain needed information.
• Ability to demonstrate strong political acumen and discretion in navigating complex organizational dynamics, maintaining confidentiality and coordinating sensitive communications and information. 
• Knowledge of records management principles and practices and familiarity with Records Classification and Retention Schedules.  
• Knowledge of office practices, procedures, and business English writing and grammar.
• Ability to follow policies and bylaws that guide work processes.
• Ability to effectively deal with inquiries, complaints and service requests with promptness, tact, diplomacy, confidentiality and accuracy.
• Ability to work positively toward advancing First Nations relations and awareness of federal, provincial and municipal initiatives advancing Truth and Reconciliation 
• Ability to promote and contribute to a positive, diverse and inclusive team environment.  Ability to attend evening, weekend meetings or public engagement events as required.

Requirements- Education and Experience

• Certificate in Office Administration, Business Administration or a related field; five (5) years of executive support experience; and experience working in the public sector.  An equivalent combination of education and experience may be considered.

Other: 

• This is a part-time role (0.5 FTE) This role is required to work outside of regular work hours, as operationally needed. Hours of work may be between 7:30 am and 10:00 pm as required.