Executive Administrative Assistant

2 days ago

Calgary, Canada City of Calgary Full time

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 Executive Administrative Assistant, you will be the first point of contact for the General Manager's (GM) office and provide executive administrative level, solution-oriented support. Primary duties include:
- Coordinate the General Manager's schedule, aligning with priorities and timelines. Negotiate demands on the General Manager's time by working with teams to ensure each meeting has a clear purpose, outcome, and agenda.
- Create weekly binder of required material for the General Manager's upcoming meetings. Assess if all relevant material has been provided and update as required.
- Make decisions on what needs to be redirected or disseminated. Use discretion to reply on the General Manager's behalf, exercising political sensitivity, confidentiality and maintaining positive relations.
- Take meeting minutes, accurately capturing decisions, action items, responsible party, and timelines. Track action items and follow up as required.
- Book travel for the GM and others as needed. Oversee catering for events.
- Oversee Freedom of Information and Protection of Privacy (FOIP) requests and records management for the GM's office.
- Maintain a list of action items assigned to the general manager's office.

**Qualifications**
- A completed 1-year certificate in Professional Administration, Business Administration, Information and Records Management, or a related field with at least 5 years of progressively more responsible administrative experience, including support to senior management and /or executive levels; OR
- A completed 2-year diploma in Professional Administration, Business Administration, Information and Records Management, or a related field with at least 3 years of progressively more responsible administrative experience, including support to senior management and /or executive levels.
- Advanced computer skills in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams, OneDrive, and OneNote) and Adobe Acrobat Pro are required.
- Experience and proficiency with eScribe meeting software, Content Server, Livelink, PeopleSoft FSCM and SAP Ariba, as well as knowledge of City policies and procedures, City operations, and Freedom of Information and Protection of Privacy (FOIP) are considered assets.
- Demonstrated ability to work independently, use critical thinking, take initiative, adaptability in a changing environment, and sound judgment, as well as excellent organizational, time management, customer service and communication skills.

**Pre-employment Requirements**
- Successful applicants must provide proof of qualifications.
- Union: CUPE Local 38
Business Unit: Planning & Development Services - Service Excellence

Position Type: 1 Temporary (up to 12 months)
Location: 323 7 Avenue SE

Compensation: Pay Grade 8 $36.58 - 48.91 per hour (2024 Rates)
Days of Work: This position typically works a 5 day
work week, with 1 day off in each 3 week cycle.

Hours of work: Standard 35 hour work week

Audience: Internal/External

Job ID #: 310968

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