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City of Calgary Hiring for Administrative Assistant, General Manager’s Office Job at Calgary Full Time
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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 the Administrative Assistant to the General Manager (GM) of Operational Services, you will report to the Administrative Coordinator and will be responsible for managing the day-to-day support to the GM’s office.This position requires a highly skilled and self-motivated individual who thrives in a fast-paced work environment, and is able to work well both independently and as part of a team. Exceptional judgment, critical thinking, and the ability to exercise a high degree of confidentiality and professionalism would enable you to be a key contributor and valued team member. You will work closely with the General Manager, Senior Executive Advisor, and Administrative Coordinator. Primary responsibilities include:
- Act as first point of contact and liaison, on the telephone, via email and in-person, between Council, senior management, Unions, the public, and other internal and external business partners.
- Maximize effectiveness of the GM’s time commitments, coordinate meetings, manage meeting resources, compile meeting materials, and collaborate with business partners to resolve calendar conflicts.
- Develop, prepare and compose a wide variety of correspondence and documents including emails, letters, reports, presentations, and meeting agendas with a high level of accuracy and confidentiality.
- Day-to-day administrative support, including but not limited to, attending various meetings to take minutes, prepare corporate credit card reconciliations, source venues, order catering, arrange business travel, and maintain office supplies.
- Perform records management duties for the GM’s office, including handling of all electronic and physical files, Business Unit Records Coordinator (BURC) duties, and the coordination of department reports.
- Provide back up support to the Administrative Coordinator as required.
- Work to resolve complex and sensitive matters using your well-developed political acumen.
Qualifications
- A completed 1 year certificate or diploma in Business, Office Administration or a related field and at least 4 years progressively senior administrative experience.
- Intermediate proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint, Teams) and Adobe Acrobat is required.
- Experience working with eScribe software, OneDrive, Content Server, and PeopleSoft Human Capital Management (HCM) will be considered assets.
- Working knowledge of the Municipal Government Act (MGA), Freedom of Information and Protection of Privacy Act (FOIP), and Council’s Procedure Bylaw will also be considered an asset.
- Ability to interact with all levels of The City staff, elected officials, external organizations and the general public.
- Strong team player that can work independently, while maintaining a high level of initiative and engagement.
- Exercises sound judgement to make independent decisions and employs critical thinking.
- Ability to organize and manage multiple priorities while maintaining attention to detail.
- Demonstrated experience working in confidential and sensitive work environments.
- Excellent communication skills with a focus on relationship building.
Pre-employment Requirements
- Successful applicants must provide proof of qualifications.
Union: Exempt
Business Unit: Operational Services
Position Type: Permanent
Location: 800 Macleod Trail S.E.
Compensation: Level B $51,785 – $77,066 per annum
Days of Work: This position works a 5 day
work week earning 1 day off in a 3 week cycle.
Hours of work: Standard 35 hour work week
Audience: Internal/External
Apply By: January 13, 2023
Job ID #: 306785
