Administrative Assistant - Calgary, Canada - City of Calgary

Description

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, joinThe 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, anti-racism 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 an Administrative Assistant, you will provide senior administrative support to the Director's Office in the Development, Business and Building Services Business Unit. Reporting to the Director and the Executive Advisor, this position is the first point of contact to the Director's Office. Primary duties include:

Collaborate with the Executive Advisor to coordinate the Director's schedule. Ensure all necessary documents are provided to the Director for daily meetings, committee meetings and Council.

Coordinate with the Executive Advisor to forward issues and requests directed from the Director's Office to appropriate staff or manager for resolution. Record and track issues through resolution.

Provide administrative support to the Director's Office staff through preparation of documents, presentations and correspondence, records management, coordinate and manage office moves, order catering, office equipment, IT software/hardware, office supplies and mobile devices, coordinate travel arrangements, maintain organization charts and distribution lists, oversee the preparation and processing of financial transactions.

Organize internal, cross-corporate and external meetings, prepare and distribute agendas, record and distribute meeting minutes and action items, record and monitor action items to ensure completion.

Guide and support the Divisional Administrative Team in Development, Business and Building Services.

Able to use sound judgement and discretion when dealing with confidential items.

Qualifications

A completed 1-year certificate in Administrative Information Management or Business Administration and at least 5 years of administrative experience.

Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint, OneNote, Teams, SharePoint and Outlook).

Previous experience and knowledge of municipal planning, development approvals, and Public One Stop Service Experience (POSSE) will be considered an asset.

Demonstrate organizational skills, accuracy, possess high attention to detail and adaptability to changing priorities.

Strong communication and problem-solving skills.

Possess the ability to effectively contribute and work in a team environment.