Administrative Coordinator - Calgary, Canada - City of Calgary

City of Calgary

Verified Company

Calgary, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary.

City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life.

The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, antiracism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.
The Administrative Coordinator will be responsible for confidential, efficient, senior executive office processes in order to provide support to the Chief Operating Officer (COO). This position works closely with the leadership positions in the Chief Operating Office including the Deputy Directors and Senior Executive Advisor to maximize the COO's time and prepare the COO for engagements with Council, external partners and leadership. This position requires a highly skilled, selfmotivated and dedicated professional who works well both independently and in a diverse, teamoriented environment, exercises confidentiality and discretion, and demonstrates organizational and personal sensitivity.

Primary duties include:

Executive scheduling of meetings recognizing shifting priorities for internal and external appointments, speaking engagements, and corporate calendar input.
Review meeting agendas and material ensuring pertinent background material is available from staff to ensure the COO has briefing material for meetings with elected officials, City Manager, General Managers, Directors, external partners, and staff.
Maintain pending correspondence, files and retrieve information including confidential material.
Prepare and produce letters, memos, and presentations; proofread and edit correspondence for COO's signature and/or approval.
Draft and maintain a schedule of COO's speaking engagements and other events to coordinate with Corporate Communications, Deputy Director, and Senior Executive Advisor.
Reconcile, code, and submit monthly credit card statements, input Time and Labor into Peoplesoft, and approve COO's Dept ID information when away from office.

Qualifications

A completed 1 year certificate or diploma in a related field plus at least 8 years of experience including senior office responsibilities, knowledge of municipal government.
Equivalent combinations of experience and education may be considered.
Advanced proficiency in Microsoft Office (Microsoft Outlook, PowerPoint, Word and Excel) and Adobe Acrobat is required.
Experience with eScribe software, OneDrive, Content Server, PeopleSoft Financial Supply Chain Management (FSCM), Municipal Government Act, Freedom of Information and Protection of Privacy Act, and Council's Procedure Bylaw will be considered an asset.
Demonstrated ability to work independently, take initiative, adaptability in a changing environment, and sound judgment, as well as excellent organizational, time management, customer service and communication skills.
Ability to interact with all levels of The City staff, elected officials, external organizations and the general public.

Pre-employment Requirements