Executive Coordinator, Office of the Chief of Police

Summary

Provides oversight of all functions of the executive administrative support team and provides direct administrative support to the Office of the Chief of Police.

You Will:

1. Manage the complex schedules for the Office of the Chief of Police; anticipate issues and proactively initiate appropriate action/prioritization to ensure the most effective use of each Executive’s time; partner effectively with Senior Leaders and their respective Administrative Assistants in scheduling meetings and addressing scheduling conflicts and urgent meeting requests.
2. Manage time and attendance administration (WFS) for direct reports, including reviewing and approving time-off requests.
3. Act as the assigned office’s first point of contact to facilitate smooth, effective, and accurate information flows, balance of priorities, and coordination of administrative support.
4. Oversee the arrangement and coordination of all Executive travel including sourcing and booking suitable transportation and accommodations, completing all required event registrations, and reconciling travel expenses including per diem allowances.
5. Draft written correspondence on behalf of the Office of the Chief of Police for all levels of government, other police services, private and public sector organizations, and the general public; consult with stakeholders as required.
6. Oversee the reconciliation of all expenditures and prepare purchase cards for the Office of the Chief of Police; monitor the budget cost centers for the Office of the Chief of Police, noting expenditure details, identifying discrepancies, and taking necessary action to have them corrected.
7. Serve as a contact, on behalf of the Office of the Chief of Police for matters related to the Ontario Association of Chiefs of Police, the Canadian Association of Chiefs of Police, the International Association of Chiefs of Police, and provincial and federal ministries.

You Have:

1. Knowledge of police services, municipal operations, regional government structures, associated policies, procedures, and protocols, normally acquired through five (5) years of progressively responsible administrative experience within the public sector or police service, with a minimum of two (2) years administrative experience at an executive level.
2. Comprehensive knowledge of business, administrative, organizational, and office processes and procedures, normally acquired through the successful completion of post-secondary education in Office Administration or Business Administration, or a related field. An equivalent combination of education and experience may be considered.
3. A valid Class ‘G’ Ontario Driver’s License with no more than six (6) demerit points is required to travel within and outside of the Region.
4. Excellent writing, proofreading, and attention to detail skills are required to ensure correspondence and documentation is written accurately, professionally, and in a timely manner.
5. Leadership, negotiation, and human relations skills to provide direction and guidance to and develop and conduct training sessions for Administrative Assistants.
6. Experience working with Microsoft Office, including Word, Excel, Outlook, PowerPoint, and Access.
7. Acquired knowledge of police computer networks and systems such as Niche RMS, Canadian Police Information Centre (CPIC) system, and the Ministry of Transportation Ontario Police Automated Registration Information System (PARIS) to perform queries and locate information.

You Are:

1. Able to develop productive relationships with members at all levels of the organization while displaying good judgement and sound decision-making skills.
2. Able to meet police security clearance requirements and to maintain confidentiality.
3. Able to participate as an effective team member and to support and project values compatible with the organization.
4. Able to anticipate and respond to the administrative and organizational needs of the Executive Leadership Team.

Why join WRPS?

• Tuition reimbursement program
• Defined benefit pension plan OMERS
• Comprehensive benefits coverage, including employer-paid Health/Dental and Life Insurance
• Dynamic, team-focused environment supporting the community
• Employee Assistance Program for fitness and wellness
• 2025 Southwestern Ontario’s Top Employers
• 2025 Waterloo Area’s Top Employers
• 2024 Salary Range: $98,473 - $115,851 (*The current collective agreement expires on December 31, 2024. Wages are subject to negotiated adjustments through collective bargaining)

If you’re interested in this position, please apply online by Friday, February 28, 2025 at 23.59 PM.

Please ensure you provide all supporting information from current and past employment (if applicable) to specify how you meet the requirements for this position in your online profile. You will be assessed based on the information provided in your application.

If you require accommodation in completing the application process, or with any portion of the application process or interview, please email the WRPS at HumanResources@wrps.on.ca.

Diversity through inclusion – we are an Equal Opportunity Employer.

We thank all applicants; however, only those selected to move forward will be contacted.