Administrative Assistant

Shape the Future of Edmonton's LRT: Join Our Team as an Administrative Assistant!

Are you a highly organized and proactive individual with a knack for keeping things running smoothly? The LRT Expansion and Renewal Branch is seeking a dedicated Administrative Assistant to play a vital role in supporting our leadership team and ensuring the efficient operation of our dynamic Branch.

In this integral position, you will leverage your in-depth understanding of our priorities to expertly manage timelines and the Branch Manager's schedule. Beyond executive support, you will serve as the central point for administrative processes, providing guidance to clerical staff and contributing to a positive and productive work environment by also managing office and asset-related needs for the entire branch.

What will you do?

• Provide comprehensive support to the Branch Manager’s office, including managing the Branch Manager’s calendar, scheduling meetings, and preparing agendas.
• Collaborate to develop, standardize, and improve departmental and Branch administrative processes and procedures.
• Support the Branch’s inquiries process including setting up templates and coordinating with other City staff to respond.
• Support the preparation of memos, letters, correspondence, reports, presentations, and other materials for the Branch Manager’s office.
• Prepare meeting materials, background information, and agendas; and take, prepare, and distribute meeting minutes.
• Oversee projects and activities associated with corporate administrative initiatives, including technology asset management.
• Serve as the Branch lead for physical and digital record management processes.
• Support coordination of events and activities such as meetings, conferences, planning sessions, and workshops.
• Support expense management.
• Support coordination of travel and training.
• Provide administrative support to the broader leadership team as required.
• Perform other administrative duties as assigned.

Qualifications

• Completion of the 12th grade including business subjects with emphasis on word and information processing or completion of an appropriate administrative professional certificate program from an accredited business school/college.
• Minimum of four (4) years progressively responsible, diversified administrative experience in a fast-paced, highly political office setting dealing with upper management, and demonstrated computer competency.

Skills required for success:

• Considerable knowledge of the principles of office management and progressive office procedures and systems.
• Knowledge of FOIP legislation and the ability to process FOIP requests.
• Ability to work with systems such as SAP, POSSE, Google, and Remedy.
• Ability to proofread work as part of quality assurance.
• Ability to establish and maintain effective working relationships.
• Ability to recognize politically sensitive issues and bring matters to the Branch Manager’s attention and others.
• A focus on excellent customer service and the ability to maintain professionalism in a fast-paced, challenging environment.
• Exceptional prioritization skills, including the ability to make independent decisions regarding managing calendar requests and task management.
• Excellent written and oral communication skills. Independent and strong decision-making skills.
• Ability to deal with confidential information with a high degree of judgment and discretion.
• Strong organization skills with exceptional customer service, interpersonal, and teamwork abilities.
• Alignment to our Cultural Commitments and Leadership Competencies.
• Embracing a culture of equity, diversity, reconciliation, and inclusion.
• Applicants may be tested.

Assets:

• Previous supervisory experience, including staff performance management and delegation of duties.
• Advanced skills in Google applications, including Docs, Sheets, Sites, Drive, Gmail.

Work Environment:

• Note: This position may be eligible for a hybrid work arrangement with the flexibility to work from both home and the worksite as per the Letter of Understanding between the City of Edmonton and Civic Service Union 52.
• The weekly hours of work for this position are currently under review and may change at a future time. Any changes will be made in accordance with the City of Edmonton/Civic Service Union 52 collective agreement and the incumbent will be notified in advance.

The City of Edmonton values applicants with a diverse range of skills, experiences, and competencies, and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation, please contact employment@edmonton.ca. Learn more about our benefits.

Up to 1 permanent full-time position.

Hours of Work: 33.75 hours per week.

Salary Range: $31.257 - $39.153 (Hourly); $55,067.020 - $68,977.800 (Annually).

Talent Acquisition Consultant: AO/MM

Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.

Classification Title: Administrative Assistant I
Posting Date: Apr 08, 2025
Closing Date: Apr 22, 2025 11:59:00 PM (MDT)
Number of Openings (up to): 1 - Permanent Full-time
Union: CSU 52
Department: Integrated Infrastructure Services
Work Location(s): MNP Tower, 601, 10235 101 Street NW Edmonton T5J 3G1