Executive Assistant Planning & Development Services - CLOSES: October 21, 2021

7 Creswell Dr, Trenton, ON K8V 6S7, Canada Req #116
October 12, 2021
The City of Quinte West is situated on the shores of the beautiful Bay of Quinte. We are located directly along the Highway 401 corridor approximately 1.5 hours east of Toronto and 2.5 hours west of Ottawa.  Over 43,000 people make Quinte West home.
Quinte West’s natural setting, with its attractive scenic backdrop of rolling hills, rich farmland and clean waterways, creates a healthy environment for working, living, and raising a family. Safe, well-planned neighbourhoods and plenty of recreational activities make Quinte West the ideal place to visit or call “home”.





Executive Assistant, Planning and Development Services



Planning and Development Services

Reports to:

Director of Planning and Development Services



Planning and Development Services

This department assists and advises the public, City departments land stakeholders, government agencies, Committees and Council on technical matters related to land use planning and development and municipal by-law enforcement.



Purpose and Scope:


Reporting to the Director of Planning and Development Services the position is responsible for providing technical and administrative support to the Planning and Development Services Department and the City’s Committee structure.  Sensitive and confidential matters shall be treated with due regard for the best interests of the Municipality and its staff.



Duties and Responsibilities:


The position will provide the following functions:


Administrative Support

  • Provide administrative and technical support to the Planning and Development Services Department and related Committees.
  • Provide support to the Director on matters of personnel related issues and matters of a sensitive nature.
  • Act as Recording Secretary for meetings including in-camera meetings as required.
  • Prepare reports, agendas, minutes of meetings, memos and various correspondence as required.  Compile office consolidations of the Official Plan and Zoning By-law on a twice annual basis.
  • Develop the annual schedule of Committee meetings for the Director, Managers and Committees which include ensuring proper notice, accommodations/meetings rooms are available, etc.
  • Attend meetings at the direction of the Director and take notes of the meeting.
  • Ensure departmental items are included within Council agendas and coordinate the same.
  • Maintain confidential departmental documents and files, including the compilation of Freedom of Information (FOI) requests.
  • Attend related training and development as required.
  • Positively and effectively respond to customer inquiries and complaints.

Technical Support

  • In consultation with the Planning Manager, assist in the preparation, administration and monitoring of planning and associated legal agreements.
  • Receive and process post approval financial deposits and securities related to development projects.
  • Receive and process requests for financial securities reductions and release, including the coordination of departmental clearances and collection of required submissions.  Communication to City staff, developers and associated consultants on status of security request, and reduction applications.
  • Monitor trust deposits to maintain a positive balance and reconcile expenditures against deposit, including communications with affected parties.
  • Coordinate legal registrations with the City Solicitor and Office of Land Registry.
  • Monitor post development completion and assumption deadlines and ensure appropriate Committee reports and by-laws are prepared.  Communicate timelines with project developers and their agents.
  • Ensure adherence to the Occupational Health and Safety Act and City policies where applicable.

Planning and Organizing

  • Prioritize tasks and meet deadlines.
  • Arrange and coordinate travel schedules and reservations when required.
  • May be required to book facilities and registration for training purposes.
  • May be required to coordinate ordering and purchasing of supplies for the department administration.


  • Communicate with directors, managers and administrative assistants, ensuring the department is informed of appropriate and current municipal protocol and information, and recommend methods of efficiency and improvements wherever possible.
  • Create/author and/or edit reports, correspondence, e-mail and policies on behalf of the Department head.
  • Effectively communicate verbal, written and email messages in a timely manner to a variety of internal and external customers.
  • Prepare presentations and various reports, as required.
  • Liaise with members of committees, boards, external agencies, partners, consultants, stakeholders and other staff members.
  • Draft and edit legal agreements, Request for Proposal (RFP), Request of Information (ROI), tenders and quotes, as required.
  • May be required to coordinate changes to the municipal website pages as required by the department.

Information Management

  • Research, interpret and analyze information required by the department and provide recommendations and assistance in developing reports and policies.
  • Analyze and resolve office administrative and procedural problems.
  • Interpret and implement policies, procedures and computer applications related to the department or organizational unit to which assigned.
  • Assist in the preparation and monitoring of the department’s annual budget.
  • Organize and track the income and expenditures of the department and perform accounting functions including the coding of invoices.
  • Maintain accurate records for the department.
  • Monitor staff attendance and entitlements by running reports from Dayforce, including vacation time, lieu time, sick time, overtime, etc. and ensure department information is complete and accurate.
  • Share individual expertise and provide technical and administrative guidance to the department.

Service Delivery

  • Respond to issues, concerns and problems related to staff, other departments, the public, committees, commissions, boards, external agencies, partners, consultants, stakeholders, unions and Council on behalf the department head, as required.
  • Participate in special projects as assigned.
  • Ability to respond to a fast-paced changing environment requiring flexibility with respect to working hours.

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





The position will have direct contact with:



Director of Planning and Development Services, Departmental Managers, Members of Council and Committees, Human Resources and all City staff.



General public, Media, Federal and Provincial Agencies, Solicitors, Consultants, Developers and representatives of other municipalities.


Education/Specialized Training/Skills:

The position will require:

  • A minimum of a two (2) year community college diploma preferably focused on office administration or a related field.  Alternative diploma standard qualifications will be considered where supplemented by relevant experience and/or additional training such as that through the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO).
  • Sound knowledge of office methods and procedures, preferably within a municipal government setting.
  • Excellent command of the English language.
  • Demonstrated interpersonal and team skills.
  • Proven ability to exercise discretion concerning matters of a confidential and sensitive nature.
  • Ability to perform a wide range of tasks with a high degree of accuracy.
  • Exceptional planning, organizing and time management skills required to manage the demands of multiple, overlapping time frames and deadlines.
  • A highly developed sense of professionalism, tact and diplomacy.
  • Must demonstrate respect for confidential and sensitive issues.
  • Demonstrated telephone and public relations skills.
  • Knowledge of current issues facing local government in Ontario, particularly as they relate to the portfolio.
  • Knowledge of human resources management and project management strategies.
  • Demonstrated ethical behaviour and business practices.
  • Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce (or other similar software programs) email and internet.
  • Strong written and verbal communication skills.
  • Strong and effective analytical, strategic, critical thinking and problem solving abilities.
  • Ability to research, analyze and formulate solutions independently.

Nice to have:

Although not required, the following would be considered an asset to the position.

  • The ability to communicate in both English and French.
  • Previous municipal experience.
  • A valid Class G Driver’s Licence and safe driving record.


Work Experience:


  • A minimum of four (4) years of related experience is required.
  • Experience creating presentations and correspondence.
  • Experience with arranging meetings, including facilities, agendas, recording and transcribing minutes.
  • Proven ability to maintain confidentiality.
  • File management experience.
  • The incumbent will have an excellent knowledge of office procedures, government structure and organization.


Nice to have:


  • Progressive experience in municipal or broader public, private or voluntary sector environments.
  • Experience preparing reports to Council.
  • Previous experience working in a unionized environment.


Decision Making:


The position is responsible for providing timely and accurate advice and reports to the Director, Managers, Supervisors, Council, City staff and/or its Committees where appropriate and to respond to the decisions and directions generated by same.


The position is responsible for assisting the Director and departmental managers with the efficient and effective operation of the Department.  Supervision responsibilities include providing guidance, assistance and leadership, to departmental staff.



Work Environment:

  • Works primarily in an office environment with occasional exposure to outside elements.
  • Regular requirement for extended hours. (Evening meetings, etc.)
  • Attend evening Council and Committee meetings when required.
  • Occasional travel outside the municipal boundaries will be required.



Personal information and any supporting material are collected and administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). We thank all applicants who apply but advise that only those selected for an interview will be contacted.


The City of Quinte West 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 contact the Human Resources Department at 613-392-2841 ext. 1106 or hr@quintewest.ca to ensure your accessibility needs are accommodated throughout this process.



Applicants will be required to consent to the completion of a criminal reference check and the completion of a driver’s abstract, if deemed a requirement of the position. Applicants must also provide proof of full COVID-19 vaccination to the Human Resources Department on or before their first date of employment. 

Other details

  • Pay Type Salary
  • Min Hiring Rate $62,978.16
  • 7 Creswell Dr, Trenton, ON K8V 6S7, Canada