Manager, Administration & Operations (WTC)

Position Details

The Shared Services Group is currently seeking a Manager, Administration & Operations to join our team. The Manager, Administration & Operations is a key member of the Shared Services Team who will lead, participate or oversee projects relating to the organization’s strategic priorities and business plan. They are a Shared Services resource for internal business partners and external stakeholders and a member of the executive administration support team. This position manages other administrative positions within the Shared Services Group and is integral to preparing the organization’s Vice Presidents’ meetings with internal and external stakeholders. As lead communicator within the Shared Services Group, they convey information to team members and other stakeholders on behalf of the Vice Presidents. They are integral to the daily operations of the group.

The Shared Service Group is a team of service-oriented individuals dedicated to developing and implementing customer-focused business processes. We serve multiple internal customers and are committed to providing superior customer service through collaboration, innovation, partnerships, and leadership. Our goal is to ensure the best possible user experience, aligning our services with Explore Edmonton's needs.

The successful candidate will be responsible for:

• Assisting the VP with daily administrative duties and completing various administrative tasks and logistics, including calendar management, completing and/or reviewing expense reports, composing correspondences, arranging detailed travel plans, and creating itineraries.
• Supporting the VP with the prioritization of internal and external commitments.
• Providing strategic and administrative support to the VP on various assigned projects to assist them in optimizing their time.
• Acting as administrative liaison with key external stakeholders.
• Acting as a critical resource for internal processes and policies within the organization and its teams.
• Preparing, drafting, and editing various documents and presentations supporting team projects or programs.
• Coordinating and booking various ongoing or one-time team meetings.
• Coordinating and scheduling portfolio meetings and events.
• Coordinating and managing team agendas, resources, minutes, and action items.
• Maintaining Microsoft Team membership and business unit pages on the internal communications website.
• Liaising with colleagues to ensure consistent approaches are taken on cross-functional initiatives.
• Providing administrative support to various working groups, teams and committees as assigned.
• Assisting in administrative tasks for other departments for special events upon request and approval from the Vice Presidents.
• Providing coverage for executive administration colleagues.
• Managing the scope of projects, including identifying potential problems and proposing solutions.
• Acting as liaison between departments within the organization to ensure that projects are completed successfully.
• Creating a supportive and positive work environment to boost morale and job satisfaction.
• Performing other duties as required and assigned.

The successful candidate will have:

• A Post Secondary degree in Business Administration, Management, or Tourism & Hospitality Management
• Project Management certificate or equivalent will be considered an asset
• 3-5 years of professional administrative experience in the public sector or similar organization
• 3 years of experience administering compliance and procedures
• 1 year experience leading or participating in organization-wide projects
• 1-2 years of relevant supervisory experience
• Strong technical computer skills and proficiency in Microsoft Office 365
• Strong organizational skills with a focus on detail orientation
• Excellent interpersonal and communication skills and a professional demeanor
• Strong writing, editing, grammatical, organizational and research skills
• Project and time management skills
• Strong analytical and problem-solving skills
• Strong sense of discretion, diplomacy and tact when handling sensitive situations/information
• Able to work well both independently and within a collaborative team environment
• Adaptable to change when new ideas are introduced
• Ability to coordinate and execute multiple tasks simultaneously
• Ability to influence and lead project teams
• Knowledgeable about audiences, including communications with executive leadership

About Us

We are Edmonton’s Destination Management and Marketing Organization (DMMO). We also manage two of Edmonton’s award-winning venues, the Edmonton Convention Centre and the Edmonton EXPO Centre. We help tell Edmonton’s story, elevate the Edmonton experience, and drive inbound visitation and economic impact on the visitor economy.

Explore Edmonton encourages, supports, and celebrates a diverse and inclusive work environment. We strive to create a workplace that reflects the city we promote and where our employees feel safe and supported daily.

If this role piques your interest, please submit your cover letter to let us know how you feel you could make an impact along with your resume. Please submit your interest by November 20, 2024.