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Executive Administrative Assistant

4 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.
- As the Executive Administrative Assistant to the General Manager (GM) of Community Services, you will perform a wide variety of responsibilities in response to business demands supporting the GM's office. This position requires a highly skilled, self-motivated and energetic individual who works well both independently and in a diverse, team-oriented environment, exercises confidentiality and discretion and demonstrates organizational and personal sensitivity. You will work closely with the General Manager and the Senior Executive Advisor. Primary duties include:

- Arrange meetings, recognize shifting priorities, and manage schedules appropriately to maximize the effective use of the General Manager's time. Create weekly binders for Council, Committees, Executive Leadership, and daily meetings, containing the anticipated materials the GM will need to read and use in the week ahead.
- Work to resolve complex and sensitive issues using your well-developed political acumen.
- Organize Senior Management Leadership meetings and circulate agendas and materials in advance.
- Collaborate with Council and their staff as required and respond to inquires.
- Maintain pending correspondence, files and retrieve information including confidential material.
- Manage office moves; office's stationary needs, prepare corporate credit card reconciliations and book travel; arrange venue bookings and catering when hosting in-person meetings with attendees.
- Perform records management duties for the GM office, including handling of all electronic and physical files, and coordination of Department reports.
- Arrange Service Milestone pins and certificates with the Corporate Recognition Program.

**Qualifications**
- A completed 1-year Certificate/Diploma in Business, Office Administration or a related field and at least 5 years of senior administrative experience OR;
- A completed 2-year Diploma in Business, Office Administration or a related field and at least 3 years progressively senior administrative or secretarial experience.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, OneNote, SharePoint) and Adobe Acrobat is required.
- Proficient in using Content Server, Integrated Records Information Management (IRIMS), OneDrive, PeopleSoft Human Capital Management (HCM), and Financials and Supply Chain Management (FSCM).
- Ability to learn new business technologies as they evolve and change.
- Knowledge of City policies, procedures and operations is considered an asset.
- Ability to interact with all levels of The City staff, elected officials, external organizations and the general public.
- Effective communication skills with a focus on relationship building.
- Demonstrate organizational skills, high attention to detail and adaptability to a changing environment.
- Must demonstrate competence, collaboration, commitment and character.

**Pre-employment Requirements**
- Successful applicants must provide proof of qualifications.
- Union: CUPE Local 38
- Business Unit: Community Services
- Position Type: 1 Permanent
- Location: 800 Macleod Trail SE
- Compensation: Pay Grade 8 $35.51 - 47.49 per hour (under review)
- 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 #: 309847