Administrative Assistant

3 weeks ago

Medicine Hat, Canada City of Medicine Ha Full time

Join Our Team as an Administrative Assistant

Permanent, Full-Time, On Site


The Administrative Assistant to the Director of People Services is a role that embodies professionalism, discretion, confidentiality, and collaboration. It's a highly responsible and supportive role; one that demands proficiency in time management and strong organizational skills. The incumbent understands how to support the Director and People Services with anticipating needs, obstacles, opportunities and will develop solutions proactively. Providing exceptional customer service to a diverse set of stakeholders is key and being comfortable with collaborating with administrative support from other departments.

Identifying and prioritizing critical activities, organizing meetings and special events across several calendars, crafting professional correspondence, and providing great customer service are just a few of the duties essential to this role. Exceptional communication skills, strong attention to detail and the ability to handle confidential and sensitive information with the utmost professionalism are critical to the success of this role. This is a non-union administrative position.


Your Key Responsibilities:

  • Provide administrative support to the Director of People Services.
  • Organize and manage daily operations in support of the Director and People Services department.
  • Maintain confidential reports, briefing notes, files and provide administrative support as needed.
  • Manage high volume requests, internally and externally.
  • Handle complex responsibilities such as developing and reviewing correspondence, conducting research, preparing presentations and reports, and managing calendar and schedule.
  • Understand organizational projects and priorities.
  • Distributes communications to appropriate members of the People Services Department for review and follow-up, as required.
  • Assists with monitoring the People Strategy, financials, business plan, operating budget, and quarterly variance reports.
  • Performs personnel related functions such as p-cards, purchase orders, invoices, training initiatives, travel arrangements, and expense statements in a timely, professional manner.
  • Performs various other related or delegated duties as required.
  • Provides administrative support in the documentation, data capture, and record retention within People Services department,
  • Executes accounting and procurement activities in keeping with financial processes and policies including purchase orders, cheque requests, and payments for materials or services.
  • Prepares, coordinates, and distributes meeting agendas, attends staff and stakeholder meetings, prepares, and maintains all minutes for review and/or approval, maintains and distributes minutes, records, and documents to various internal/external departments.

What You Bring:

  • Excellent interpersonal skills including a high customer service orientation and desire to meet others' needs.
  • Skilled in the use of Microsoft and other current office software in a network environment.
  • Ability to communicate effectively by identifying, acting upon and / or conveying pertinent information to others while respecting the confidentiality of sensitive information.
  • Willingly shares expertise and can speak in front of others on occasion to deliver information.
  • Excellent organizational skills, attention to detail, and ability to multi-task to determine priorities and deadlines with flexibility in adjusting to changing priorities and deadlines.
  • Ability to adapt when appropriate and to seek clarity when assigned competing priorities.
  • Ability to assimilate information from a variety of sources and draft documents for others.
  • Respects confidentiality of sensitive information.

Qualifications:

  • Successful completion of a two (2) year diploma in business administration program or equivalent from a recognized post-secondary institution.
  • Five (5) years' work experience in a senior administrative support capacity including extensive involvement in developing and coordinating administrative processes, providing customer service, and utilizing standard office technology.
  • Ability to maintain confidentiality of sensitive business and personnel information and matters.
  • Prior experience in a human resource related role would be considered and asset.
  • An equivalent combination of management approved training and education may be considered.

Why join us?

  • Make a difference: Contribute to the growth and development of our employees, fostering a culture of continuous learning and professional advancement.
  • Collaborative environment: Work alongside passionate professionals dedicated to achieving excellence and driving positive change within the organization.
  • Career growth opportunities: Access to ongoing training, development programs and advancement opportunities to support your professional growth and career aspirations.
  • Competitive benefits package: Enjoy a comprehensive benefits package including competitive base salary, health, dental, retirement plans and more.
  • Relocation available for those looking to relocate to Medicine Hat.

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