Administrative Assistant, General Manager's Office - Calgary, Canada - City of Calgary

City of Calgary

Verified Company

Calgary, Canada

1 week 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.
As the Administrative Assistant to the General Manager (GM) of Community Services, you will perform a wide variety of responsibilities in response to business demands supporting the GM's office. This position requires a highly skilled, selfmotivated and energetic individual who works well both independently and in a diverse, teamoriented environment, exercises confidentiality and discretion and demonstrates organizational and personal sensitivity. You will work closely with the General Manager and the Senior Executive Advisor.

Primary duties include:

Arrange meetings, recognize shifting priorities, and manage schedules appropriately to maximize the effective use of the General Manager's time. Create weekly binders for Council, Committees, Executive Leadership, and daily meetings, containing the anticipated materials the GM will need to read and use in the week ahead.

Work to resolve complex and sensitive issues using your well-developed political acumen.
Organize Senior Management Leadership meetings and circulate agendas and materials in advance.

Collaborate with Council and their staff as required and respond to inquires.

Maintain pending correspondence, files and retrieve information including confidential material.

Manage office moves; office's stationary needs, prepare corporate credit card reconciliations and book travel; arrange venue bookings and catering when hosting in-person meetings with attendees.

Perform records management duties for the GM office, including handling of all electronic and physical files, and coordination of Department reports.

Arrange Service Milestone pins & certificates with the Corporate Recognition Program.
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Qualifications
***A completed 2-year diploma in Business, Office Administration or a related field and at least 4 years progressively senior administrative or secretarial experience.
Equivalent combinations of experience and education may be considered.
Intermediate proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint, Teams) and Adobe Acrobat is required.
Experience working with OneDrive and PeopleSoft Human Capital Management will be considered assets.
Effective communication skills with a focus on relationship building.
Demonstrate organizational skills, high attention to detail and adaptability to a changing environment.
Must demonstrate competence, collaboration, commitment and character.
Ability to interact with all levels of The City staff, elected officials, external organizations and the general public.
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Pre-employment RequirementsSuccessful applicants must provide proof of qualifications.

Union: Exempt
Business Unit: GM's Office, Community Services

Position Type: 1 Permanent, 1 Temporary (up to 18 months)