Verified Job
Back Office / Data Entry
Administrative Assistant to Director
Back Office / Data Entry
#417588
Remote / WFH
Job Description
Position: Administrative Assistant to the Director
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, you will ensure effective operations within Assessment and Tax (A&T) business unit. You will provide administrative support to the Director, Executive Advisor, and Leadership teams and will be the primary liaison between Internal Business Unit Committees and the Director's Office. Primary duties include:
• Manage Director's calendar; coordinate meetings with internal and external parties, address scheduling conflicts, and accept/decline meetings. Assessment & Tax Management Team (ATMT) meeting management including drafting agendas, meeting minutes, and distribution. Support additional meetings as required and organize catering for meetings and events.
• Support Director, EA, and Policy and Strategy team on reports for submission to Executive Leadership Team, Council, and Committees.
• Schedule and coordinate any required travel for Director, EA, or management team.
• Reconcile Corporate Credit cards for the Director and EA, complete Expense Disclosure procedure.
• Monitor A&T Admin email inbox and action items. Provide regular administrative coverage when People & Budget Operations Support Administrator is unavailable.
• Act as primary Corporate Security contact for key card access to Ad Valorem Place, Fitness Center, and Parking Lot. Request Facility Management and Information Technology services when required.
• Manage SharePoint folder permissions for A&T channels and provide eScribe support.
• Support Learning and Development activities for the Director's office and Management teams including EDIB, anti-racism and psychological safety initiatives.Qualifications
• A completed 1-year certificate in Business Administration or related field plus at least 5 years of progressively more responsible administrative experience.
• Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams) is required.
• Experience supporting senior management and/or experience in a Director's Office is preferred.
• Experience using People Soft Human Capital Management (HCM), People Soft Financials and Supply Chain Management (FSCM), and eScribe or equivalent systems will be considered assets.
• Excellent communication skills, organization, and time management skills with a strong customer focus.
• The ability to exercise professionalism, political acumen, confidentiality, and discretion, resolve conflicting priorities, and work in an environment with multiple demand.
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, you will ensure effective operations within Assessment and Tax (A&T) business unit. You will provide administrative support to the Director, Executive Advisor, and Leadership teams and will be the primary liaison between Internal Business Unit Committees and the Director's Office. Primary duties include:
• Manage Director's calendar; coordinate meetings with internal and external parties, address scheduling conflicts, and accept/decline meetings. Assessment & Tax Management Team (ATMT) meeting management including drafting agendas, meeting minutes, and distribution. Support additional meetings as required and organize catering for meetings and events.
• Support Director, EA, and Policy and Strategy team on reports for submission to Executive Leadership Team, Council, and Committees.
• Schedule and coordinate any required travel for Director, EA, or management team.
• Reconcile Corporate Credit cards for the Director and EA, complete Expense Disclosure procedure.
• Monitor A&T Admin email inbox and action items. Provide regular administrative coverage when People & Budget Operations Support Administrator is unavailable.
• Act as primary Corporate Security contact for key card access to Ad Valorem Place, Fitness Center, and Parking Lot. Request Facility Management and Information Technology services when required.
• Manage SharePoint folder permissions for A&T channels and provide eScribe support.
• Support Learning and Development activities for the Director's office and Management teams including EDIB, anti-racism and psychological safety initiatives.Qualifications
• A completed 1-year certificate in Business Administration or related field plus at least 5 years of progressively more responsible administrative experience.
• Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams) is required.
• Experience supporting senior management and/or experience in a Director's Office is preferred.
• Experience using People Soft Human Capital Management (HCM), People Soft Financials and Supply Chain Management (FSCM), and eScribe or equivalent systems will be considered assets.
• Excellent communication skills, organization, and time management skills with a strong customer focus.
• The ability to exercise professionalism, political acumen, confidentiality, and discretion, resolve conflicting priorities, and work in an environment with multiple demand.
