Administrative Assistant at City of St. Catharines

Join us to shape the future of St. Catharines!

At the City of St. Catharines, we are committed to realizing the vision outlined in Strategic Plan . Our goal is to cultivate a city that thrives on safety, innovation, sustainability, and caring—not just for today, but for generations to come. Join our team and be part of a meaningful journey to shape the future of our community, leaving a lasting impact that extends far beyond the present.

Here is what you can count on when you work with us:

• Great People: Work with a supportive team and leadership focused on your success.
• Make Your Mark: Share your ideas, drive change, and leave a lasting impact through modernization efforts.
• Training & Development: Access training and development funds to support your professional growth.
• Competitive Pay: Receive competitive pay from a certified Ontario Living Wage Employer.
• Pension Plan: Enjoy enrollment in the OMERS pension plan with matched contributions.
• Balance & Benefits: Experience flexibility through our hybrid work environment, plus health, dental, and vision benefits (available to eligible employees).
  
  

Job Details

Job ID: 2025-213

Pay Rate: $68,013 to $79,552

Hours: 35 per week

Schedule: Monday to Friday, 8:30 AM to 4:30 PM

Location: St. Catharines, ON

Work Mode: In Person

Employee Group: Non-Union

Position Type Permanent, Full-time

Duration: Ongoing

Posting Close Date: November 23, 2025

About The Role

Reporting to the office of the Chief Administrative Officer and taking day to day direction from the Mayor and the Mayor’s Chief of Staff, the Administrative Assistant is responsible for providing confidential administrative, logistics and communications support for the Mayor. By coordinating the Mayor’s schedule, handling incoming communications and requests, planning events, creating and maintaining digital marketing and liaising with constituents, internal staff and external partners, this role is essential in contributing to the overall efficiency and effectiveness of the Office of the Mayor.

What You'll Be Doing

• Provide confidential administrative support including correspondence from Mayor on resident matters, special recognitions (letters and certificates), support for funding applications for external organizations and preparing written greetings and notes for published programs.
• Coordinate the Mayor’s schedule, ensuring it is effectively planned and aligned with the Mayor’s key priorities, with related logistics identified and taken care of in a proactive manner ensuring that Mayor’s directions are followed up on by staff.
• Process daily email, mail, phone calls to Mayor and research and respond to queries and problems from members of the public with respect to City matters, as well as referrals to appropriate levels of government, organizations and agencies within the community.
• Event planning (both civic events and fundraisers) including logistics, soliciting sponsors, arranging speakers/talent as required, and production. Manage the Mayor's and Councillors' event invitations, liaise with organizations on RSVP’s, logistics and payment.
• Co-ordinate domestic and international travel arrangements including purchase of registrations and tickets for Mayor and Council as required. Research protocols for official visits and events and ensure they are followed by drafting a detailed itinerary.
• Act as staff liaison for task forces or working groups initiated by the Mayor providing administrative support including scheduling, preparing agendas and minutes, and attending meetings after hours, when required.
• Create digital marketing content and manage social media (including Live broadcasts) for the Mayor’s office for distribution across multiple platforms to drive community engagement, awareness.
• Responsible for production of monthly local television program (e.g. YourTV Niagara) by identifying show themes and topics, selecting and scheduling guests, and developing conversation stimulators for the purpose of informing residents and promoting local talent, business, events and issues.
• Create and monitor comprehensive communication plans by mapping out content strategy for supporting and extending priority initiatives.
• Monitor the budget and purchases for the Office of the Mayor and administer the City Councillors’ community engagement budget and Mayor’s annual expense report.
• Purchase office supplies, gifts and awards within designated budget.
• Maintaining files and records for safekeeping.
• Performs other similar and related duties, as required.
  
  

What's Required:

• College Diploma in administration, political science or public administration or a related discipline.
• Three (3) years’ experience in administration with direct support of senior executives or elected officials preferably in a municipal environment.
• Demonstrated working knowledge of government and government administration at all levels.
• Ability to communicate effectively, with tact and diplomacy, with internal and external business partners including elected officials, staff, the public, and outside agencies.
• Ability to recognize and keep confidential information.
• Excellent organizational and time-management skills and the ability to prioritize tasks with attention to detail.
• Proficient in Microsoft 365 and in utilizing and maintaining social various media platforms.
• Ability to function with minimal supervision.
  
  

Other Requirements

Other Position Requirements include:

Candidates selected for the position will be required to complete the Ministry of Labour’s Worker Health and Safety Awareness training and provide proof of the educational credentials listed on their resume and job application.

Equal Opportunity Employer

The City of St. Catharines is committed to fostering an inclusive, accessible, and respectful work environment. We celebrate the uniqueness of every individual. Our community is enriched by people from diverse backgrounds and lived experiences—a value reflected in our 2023–2027 Strategic Plan.

Don’t Meet Every Requirement?

We encourage individuals from all backgrounds, experiences, and education levels to apply. While specific qualifications may be required for certain roles, we assess each applicant’s overall suitability. Please note that unionized roles are subject to collective agreement requirements.

Accommodation

We are an equal opportunity employer and provide accommodations throughout the recruitment process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage, please contact Human Resources at [email protected].

Application Process

To ensure transparency and fairness, all applications must be submitted online through our application portal. Please keep your contact information up to date and regularly check your spam and junk email folders, as important communications may be directed there.

Interviews and Assessments

Depending on the role, interviews may be conducted via video conferencing or in person. Various tests and/or assessments may be administered as part of the selection process.

Use of AI

The City of St. Catharines does not use artificial intelligence (AI) technology in any part of the recruitment process.