Administrative Assistant

Are you an administrative professional who thrives in a fast-paced, dynamic environment? Do you have a knack for anticipating needs and a passion for providing exceptional support? If so, then we encourage you to apply for this exciting opportunity to join the Community Services Department at the City of Edmonton!

As an Administrative Assistant, you will serve as the central point of contact for the Branch Manager's office in the Community Standards Branch. You will play a critical role in ensuring the smooth operation of the office by managing schedules, coordinating meetings, preparing reports, and providing comprehensive administrative support to the Branch Manager and Strategic Coordinator. Effective communication, strong organizational skills, and the ability to handle confidential and urgent matters with sound judgment are essential for success in this role.

What will you do?

• Provide comprehensive support to the Branch Manager’s office, including managing their calendars, scheduling meetings, and preparing agendas.
• Collaborate to develop, standardize, and improve departmental and branch administrative processes and procedures. Maintain and monitor a deliverables list for the branch leadership team.
• Prepare meeting materials, background information, and agendas; 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.
• Provide support to executives (branch manager and above) as required.
• Other 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.

Assets:

• Previous supervisory experience, including staff performance management and delegation of duties.
• Advanced skills in Google applications, including Docs, Sheets, Sites, Drive, Gmail.
• Knowledge and proficient experience using POSSE, PeopleSoft, SAP CRM, DWP, Tableau, and Ariba.

Skills required for success:

• Advanced knowledge and experience with Google platforms.
• 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 ( https://bit.ly/4brRrXm ).
• Embracing a culture of equity, diversity, reconciliation, and inclusion.

Conditions of Employment:

• Hire is dependent on a Criminal Records Check (CRC) security clearance that is satisfactory to the City of Edmonton and is a requirement of this position. There may be a cost associated with this requirement.

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 at https://bit.ly/COEbenefits.

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: PC/SB

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