Executive Administrative Assistant

3 months 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.
- The Executive Administrative Assistant (EAA) supports the Chief Administrative Office and acts as the first point of contact for citizens, visitors, elected officials and other executive leaders. The EAA supports the coordination of office administration, including scheduling meetings, ordering office supplies and equipment, mail handling, and information technology and systems management. Primary Duties include:

- Book and set up meeting rooms, ensuring supplies are stocked.
- Open, sort and distribute mail.
- Monitor inventories and order, organize and store office supplies.
- Review, track, and reconcile IT asset inventories, coordinating with IT.
- Review, develop and update standard operating procedures.
- Coordinate orders/maintenance/repair of office equipment and support office moves.
- Schedule meetings, coordinate boardrooms, arrange catering.
- Print/scan and develop binders and project materials.
- Participate in meetings and training to maintain knowledge of corporate records.
- Lead records lifecycle processes within the Business Unit.
- Lead educational events / activities to increase staff knowledge.
- Perform Content Server Library Administrative duties.
- Maintain permissions matrix for shared drive access and manage accordingly.
- Reconcile credit card.
- Keep accounting coding up to date.
- Receive FOIP requests and acts as a liaison between the access privacy team.
- Participate in quarterly meetings to stay informed on provincial legislation.
- Conduct new employee safety orientations.
- Act as liaison between the Business Unit and OHS/Security City teams.
- Participate in meetings to stay informed on legislation and corporate standards.
- Coordinate and participate in workplace inspections.
- Monitor and track triannual certification for leads and organize course registration.

**Qualifications**
- A completed 2-year Diploma in Business, Office Administration or a related field, and at least 5 years of progressively senior administrative or secretarial experience.
- Advanced administrative and computer skills including Microsoft Office Suite, SharePoint and Adobe Acrobat Pro; and experience with eScribe meeting software, Livelink, PeopleSoft Financial Supply Chain Management (FSCM), Freedom of Information and Protection of Privacy (FOIP), and myHRConnect.
- Demonstrated ability to collaborate and communicate effectively and confidently with a multitude of partners, along with highly developed interpersonal skills required to strategically build relationships.
- Success will require the ability to problem solve, organize, and manage multiple priorities through a critical thinking lens, while maintaining attention to detail, discretion, and confidentiality while disseminating information.
- You are able to work independently and within a team, while demonstrating a high level of initiative and sound judgement.
- Excellent communication skills, ability to communicate effectively and confidentially while maintain customer service, confidentiality and exercising discretion when disseminating information to others.

**Pre-employment Requirements**
- Successful applicants must provide proof of qualifications.
- Union: CUPE Local 38
- Business Unit: Chief Administrator's Office
- Position Type: 1 Permanent
- 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 #: 310546



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