Executive Support Coordinator

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join

The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life. The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request. 

As the Executive Support Coordinator, you will serve as a trusted partner to the Chief Operating Officer (COO), coordinating executive priorities, information flow, partner relationships, and governance activities to support the effective delivery of strategic and operational objectives. Primary duties include:

• Proactively manage the COO's calendar to align with strategic priorities, create dedicated time for focused work, and build capacity to respond to emerging and unplanned demands.
• Manage, prioritize, triage, and coordinate responses to requests on behalf of the COO from internal and external parties, ensuring actions, communications, and follow-up are aligned with corporate priorities, direction, and expectations.
• Develop, maintain, and continuously improve administrative and operational processes within the COO's office to enhance efficiency, information management, and service delivery.
• Safeguard sensitive, confidential, and politically sensitive information related to the activities of the COO's office, ensuring information is handled appropriately and the COO is well informed of matters requiring attention.
• Research, analyze, and synthesize information from multiple sources to prepare executive briefings, reports, presentations, and other materials that provide the COO with timely insights, key considerations, emerging risks, and recommendations to support decision-making.
• Act as a key point of contact for the COO's office, fostering collaborative relationships and facilitating effective communication and information flow among executive leadership, business units, elected officials, external partners, and community partners.
• Coordinate agendas, briefing materials, records of discussion, and follow-up actions related to executive leadership meetings, council matters, and governance activities, ensuring information is accurate, complete, and delivered within established timelines.
• Anticipate emerging issues, risks, and competing priorities, recommending adjustments to schedules, briefings, and commitments as required.
• Coordinate and monitor strategic priorities, executive commitments, and key initiatives, proactively tracking progress, identifying barriers, and facilitating accountability and follow-up to ensure timely completion and alignment with organizational objectives.
• Represent the COO's office in a professional, responsive, and customer-focused manner.
• Exercise considerable judgment, discretion, and political acuity in managing access to the COO, determining priorities, and responding to sensitive, confidential, and high-profile matters.

Qualifications

• A degree in Business Administration, Commerce, Political Science, Public Policy or a related field and at least 5 years of progressively responsible experience in executive or administrative coordination roles in complex, high profile, and fast-paced C-Suite and Executive offices.
• Demonstrated experience in liaising, coordinating, and supporting elected officials.
• Experience coordinating strategic agendas, preparing executive reports, and managing confidential information in a public-sector, corporate, governance environment is essential.
• Demonstrated advanced proficiency and experience using IT tools such as; Microsoft Office Suite, SharePoint, One Note, Loop, Artificial Intelligence tools, and other collaboration platforms.
• Experience in creating filing or documentation processes and process improvement initiatives will be considered an asset.
• Demonstrated ability to work collaboratively across multiple departments and with senior executive leadership.
• Success in this position requires excellent communication skills and the ability to interpret and distill information quickly, along with the ability to deliver a high level of customer service with confidentiality and discretion.
  

Pre-employment Requirements

• Applicants will be tested for appropriate skills.

• Successful applicants must provide proof of qualifications.

Workstyle

• This position may be eligible to work from home for at least part of the time as one of several flexible work options available to City employees. These arrangements depend on the operational requirements of the role, employee suitability, and are subject to change based on operational needs and corporate direction.

Position and Pay Information

• Business Unit: Office of the Chief Operating Officer, Water
• Union: CUPE Local 38
• Position Type: 1 Permanent 
• Compensation: Pay Grade 9 $41.49 - 55.51 per hour
• Hours of work: Standard 35 hour work week
• Days of work: This position works a 5-day work week with 1 day off in a 3 week cycle.
• Location: 323 7 Avenue SE
• Audience: Internal/External
• Apply By: October 1, 2026
• Job ID: 315361