Director's Assistant

6 months ago

Sherwood Park, Canada Strathcona County Full time

Reporting to the Transit Department Director, this position is responsible for providing leadership and coordination for the day-to-day operation of the Director’s office. The position provides senior administrative support by coordinating department assignments and requests; reviewing and assessing correspondence; compiling and summarizing background information; and coaching and leading other administrative staff.

This position liaises with all levels of the organization to ensure the department meets corporate and departmental expectations, timelines, standards, policies, procedures, and guidelines regarding communications and paperwork, in a well-organized, effective, and responsive approach.

**Responsibilities**:

- Manage the Director’s schedule including coordinating meetings, preparing meeting materials and logistics
- Draft meeting agendas, record, transcribe, distribute meeting minutes; ensure outstanding action items list is kept up-to-date for internal and external meetings and committees. Draft resulting correspondence on Director’s behalf
- Liaise with Senior Administration and Executive Assistants to coordinate Council reports, Executive Team issue briefs and Senior Leadership Team issue briefs.
- Review Council meeting agendas, minutes, action sheets and outstanding Councillor inquiries to ensure action items related to the department are handled promptly and in accordance with corporate and division guidelines
- Provide budget and financial reporting support including entering and overseeing purchase orders (PO’s), monitoring expenditures, summarizing financial activity and conducting basic analysis of information
- Responsible for managing and maintaining electronic department records in SharePoint
- Coordinate leadership team meetings, including scheduling, agendas, minutes and follow
- up items
- Provide leadership, advice, mentorship and support to the administrative team
- Lead department administrative team meetings and projects
- FOIP Contact for processing FOIP requests and other access to information inquiries
- Coordinate and influence office support functions to ensure effective and efficient day to day office operations Assist with other necessary administrative duties as required by the department

**Qualifications and Skills**:

- Office administration diploma/certificate from an accredited program/institution with five (5) years of related experience in a senior administrative capacity supporting manager, director, or executives
- Demonstrates excellent initiative and personal judgement to provide effective support to the Director
- High level of organizational and administrative skills
- Ability to multi-task and adapt to changing priorities while working under pressure to meet deadlines
- Extensive knowledge of relevant computer programs such as Share Point, Microsoft O365 suite, eScribe and Adobe
- Exceptional interpersonal, communication, and customer service skills with the ability to communicate verbally and in writing, in a positive and professional manner with a diverse group of external and internal customers
- Ability to analyze, problem solve and manage multiple tasks under tight deadlines with frequent interruptions
- Ability to work with mínimal supervision and within a team environment
- Ability to recognize and deal with matters of a confidential nature in a discrete and professional manner Sound leadership skills to motivate and direct staff while maintaining a professional, positive image

**Who we are:
Strathcona County is a specialized municipality located in the heart of Alberta. Our vision is to become Canada’s most livable community, where our workplace culture and identity are supported by our people plan and values of integrity, respect, safety, fairness, and cooperation.

**Why Join Strathcona County**:(depending on position)
- Competitive salary and comprehensive benefits package, which includes:

- Extended health and dental coverage
- Health and wellness spending account
- Life and disability insurance and critical illness programs
- Retirement and pension programs
- Paid and unpaid leave programs
- Earned day off program
- Employee and family assistance program
- Commitment to employee development, through internal and external training and development opportunities. Well-being programs and a safety culture focused on physical and psychological health in the workplace.

Equivalencies of education and experience may be considered.

This competition may be used to fill future vacancies for similar positions within the next 6 months.

Strathcona County is committed to an inclusive, respectful, and equitable workplace that represents the community we serve. We welcome applicants from all backgrounds who can contribute diverse perspectives and experiences.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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