Administrative Assistant

2 months ago

Edmonton, Canada NAIT Full time

We are currently seeking a skilled Administrative Assistant to provide essential support to the Directors in our dynamic Marketing and Communications department. Reporting directly to the Director of Communications, and offering assistance to the Director of Marketing & Brand, this role involves managing a variety of responsibilities critical to the smooth operation of our team.

**Key Responsibilities**:

- Handle calendar bookings and coordinate travel itineraries.
- Develop and maintain administrative processes for improved efficiency.
- Organize recurring staff events and key departmental and institution-wide events.
- Provide logístical support for various projects, including Convocation.
- Conduct monthly workplace inspections and hazard assessments, ensuring compliance with provincially legislated standards.
- Act as Logistics Support for NAIT Emergency Response Communications Team.
- Schedule, attend, and compile meeting minutes for assigned committees.
- Assist with the preparation and distribution of internal messages for staff and/or students.
- Maintain an archive of NAIT-related media coverage compiled by the Media Relations Specialist.
- Assist with budget preparation, forecasting, and tracking.
- Manage contracts with external vendors and handle paperwork for procurement, contract management and payroll.
- Work with various members of the team to ensure procurement card reconciliation and invoice processing for marketing and communications campaigns.
- Assist with compilation, formatting, and submission of business plans, sector reports, and awards submissions.
- Assist department managers with activities such as professional development enrollment and travel arrangements.

**Skills & Abilities**:

- Proven experience as an Administrative Assistant in a dynamic professional environment.
- Strong organizational and multitasking skills.
- Exceptional written and verbal communication abilities.
- Discretion in handling confidential and sensitive information.
- Detail-oriented with a proactive mindset.
- Recognize the importance of organizational efficiency, ensuring proper storage of marketing and communications collateral and other materials.
- Ability to build relationships across a large organization to enable collaboration and problem-solving.
- Experience working with a marketing and communications team is an asset
- High level of proficiency across the Microsoft Office suite from SharePoint file management to building high impact PowerPoint presentations.

**Qualifications**:

- Certificate or diploma in office administration.
- Minimum three years related experience.
- Incident Command System training and experience is considered an asset.

**Remuneration**: $49,796.76 - $65,969.54 annually, plus a comprehensive benefits package. (O15 - Administrative Support).

**Please submit a resume and cover letter to be considered for this opportunity.**

**About NAIT**

At NAIT, people matter.

We’re proud to have been named one of Alberta’s Top Employers for 12 consecutive years. Developing an engaging, supportive, and rewarding work culture is something we take seriously. We know that people are our biggest asset - they are what makes NAIT a great place to work.

**What we offer**

We’ve created a benefits package that focuses on health and wellness, professional and personal growth, recognition, and work-life balance.

NAIT is a flexible workplace and depending on the nature of your role, you may request flexible work arrangements with respect to where and when you work, including being on-campus full-time, working off-site, or a combination of the two.

Employees also have access to excellent vacation time, paid time off between Christmas and New Year's, a strong recognition program, learning opportunities, 2 annual all-staff professional development days and so much more.

**Health and safety**

You can find the latest information on NAIT’s response to COVID-19 at nait.ca/covid19.

**Additional requirements**

Applicants with education credentials earned outside of Canada who have not had them previously assessed should have their credentials evaluated by World Education Services or the International Qualifications Assessment Service (IQAS)

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