Administrative Assistant Job at City of Calgary
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, 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, will provide a senior level of support to assigned Managers and their teams aiding the efficient and successful operation of the business. Primary responsibilities include:
- Oversee calendar and meeting management to organize and optimize Managers’ time commitments, meeting coordination, manage meeting resources, and email management.
- Develop, prepare, and compose a wide variety of correspondence and documents including emails, letters, meeting agendas and minutes.
- Take meeting minutes and record action items.
- Create, maintain, and manage Microsoft Teams sites.
- Coordinate and maintain business unit records using document management systems and act as key contact.
- Coordinate and maintain libraries as required and assist with Freedom of Information and Protection of Privacy (FOIP) requests.
- Support the hiring process by scheduling interviews and onboarding new staff.
- Support the business unit by managing boardrooms, reconciling corporate credit cards, scheduling meetings, ordering catering and office supplies, coordinating office moves, initiating and managing Information Technology (IT) requests, and troubleshooting of technology and office equipment.
Qualifications
- A high school diploma or equivalent (i.e. GED) and at least 8 years of related experience; OR
- A completed 1 year certificate in business administration or a related field and at least 5 years of administrative experience.
- An intermediate level of proficiency in Microsoft Office (Word, Outlook, Excel and PowerPoint) is required.
- The ability to exercise professionalism, political acumen, confidentiality and discretion, resolve conflicting priorities, and work in an environment with multiple demands.
- Demonstrated organizational and time management skills, with attention to detail.
- Exceptional communication and interpersonal skills with the ability to communicate effectively with a diverse group of individuals, including the Mayor's Office, Councillors, and Senior Management.
Pre-employment Requirements
- Successful applicants must provide proof of qualifications.
Union: CUPE Local 38
Business Unit: Operational Services - Operational Excellence
Position Type: 1 Permanent
Location: 800 Macleod Trail SE
Compensation: Pay Grade 7 $33.33 - 44.60 per hour (2023 Rates)
Days of Work: This position works a 5 day
work week with 1 day off in a 3 week cycle.
Hours of work: Standard 35 hour work week
Audience: Internal/External
Apply By:December 9, 2022
Job ID #: 306618
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