Administrative and Meeting Management Assistant

2 months ago


Edmonton, Canada City of Edmonton Full time

**Job Number**:50906**

Thrive in a fast-paced, high-impact environment? If you're an exceptional organizer with strong communication and problem-solving skills, the Office of the City Clerk needs your expertise to keep our operations running smoothly. This is your chance to make a real difference in a dynamic role that offers a unique blend of administrative support, meeting coordination, and public interaction.

As an Administrative and Meeting Management Assistant, you will play a pivotal role in ensuring the smooth operations of the Office of the City Clerk. Your expertise in managing a diverse range of administrative tasks, coupled with your exceptional organizational and communication skills, will be instrumental in supporting Council and Committee meetings, and the overall clerical needs of the office. This position offers the opportunity to make a significant contribution to the efficient functioning of a high-paced and dynamic environment, where your ability to juggle multiple priorities, meet deadlines, and provide accurate and timely support will be highly valued. Additionally, your tact and confidence in handling public inquiries on a variety of topics will be essential in maintaining positive relationships with the community.

**What will you do?**
- Work collaboratively with a team of administrative professionals to support the Office of the City Clerk
- Manage a large volume of requests to speak from the public at Council and Committee meetings as well as Public Hearings, coordinating the process from end-to-end including speaker registration, sign in at the Office of the City Clerk Delegation Table, and providing technical assistance during the meeting to speakers as required
- Promptly respond to or direct inquiries from the public sent to the business shared account as the public facing representative of the Office of the City Clerk
- Review Council correspondence items that are sent to the City Clerk’s office and distribute in alignment with standard procedures
- Work closely with the Meeting Management Team within Governance and Legislative Services to provide meeting support for Council and Committee meetings by booking ancillary meeting services such as security, audio/visual, and captioning services and by preparing correspondence and responding to inquiries about meetings and agenda items
- Prepare and distribute Council and Committee meeting notices and update public and internal meeting calendars, ensuring accuracy
- Process payments for Freedom of Information and Protection of Privacy requests and for Bylaw copies, complying with the City’s money-handling and credit card policies
- Support financial management tasks by creating purchase orders, cheque requisitions, and deposits
- Support records management ensuring that document management, retention, disposition and distribution adhere to requirements
- Other administrative, clerical and support duties as required

For more information, visit the Office of the City Clerk Page.

**Qualifications**:

- A minimum of three years of progressively responsible experience in an administrative capacity, including reception services, arranging staff travel and training, and generally supporting administrative and clerical needs in a fast-paced, demanding environment

**Assets**:

- Broad knowledge of the City’s organizational structure and department services
- Knowledge of SAP and the Google Office tools
- Experience working in a public service environment
- Experience working in a large, complex organization

**Skills required for success**:

- Excellent verbal and written communication skills
- Ability to establish and build effective working relationships
- Exceptional troubleshooting and problem solving skills
- Proven ability to produce error-free work under tight deadlines
- Ability to make decisions in accordance with established policies and procedures
- Ability to plan, prioritize and coordinate work assignments independently and as part of a team
- Advanced skills in Google Suite (Gmail, Docs, Sheets, Slides, Drive etc.) and Adobe Acrobat
- Embracing a culture of equity, diversity, reconciliation and inclusion
- Applicants may be tested.

**Work Environment**:

- **Note**: Due to the nature of work, this position is not eligible for a hybrid work arrangement.

**_ Up to 1 temporary full-time position up to 11 months_**

Talent sourced through this process may be considered for similar opportunities within the City of Edmonton.

**Hours of Work**:33.75 hours per week, Monday through Friday

**Salary Range**: $28.644 - $35.917 Hourly $50,436.57 - $63,276.77 Annually

**Talent Acquisition Consultant**:SM / MM

**Classification Title**: Clerk III

**Posting Date**: Nov 7, 2024

**Closing Date**: Nov 21, 2024 11:59:00 PM (MST)

**Number of Openings (up to)**: 1 - Temporary Full-time

**Union**: Out of Scope

**Department**: Office of the City Clerk

**Work Location(s)**: City Hall, 3rd Floor, 1 Sir Winston Churchill Square Edmo



  • Edmonton, Canada Casawise Property Management Full time

    **About Us**: At Casawise, we are dedicated to delivering exceptional property management services and fostering a positive environment for both our clients and team members. We are currently seeking a proactive and detail-oriented Receptionist / Administrative Assistant to join our dynamic team. **Position Overview**: As a Receptionist / Administrative...


  • Edmonton, Canada Copper and Brick Full time

    **Administrative Assistant** We are seeking a motivated and detail-oriented Administrative Assistant to join our dynamic team at Copper & Brick. This position is ideal for someone who thrives in a fast-paced, collaborative environment while possessing the initiative to independently execute tasks efficiently and effectively. If you are highly organized,...


  • Edmonton, Canada Solutions Water Management Inc. Full time

    The Administrative Assistant position provides professional administrative services to the department, including the sales and marketing functions, and others as directed. In order to support and improve overall operating efficiency, the individual in this role works under general guidance to plan, prioritize, communicate and organize workloads, and takes...


  • Edmonton, Canada Ellerslie Physiotherapy and Wellness Full time

    '''Overview: We are seeking a highly organized and detail-oriented Administrative Assistant to join our Physiotherapy Clinic team. As an Administrative Assistant, you will play a crucial role in supporting our office operations and ensuring smooth day-to-day functioning. If you thrive in a fast-paced environment and enjoy working with a diverse team, we...


  • Edmonton, Canada ATCO Gas and Pipelines Full time

    Everyday a new adventure! **Location: Edmonton, AB** **Division: ATCO Gas** **What We Offer**: - 15 days paid vacation - 5 additional paid days off - Charitable donation matching - Employee share purchase plan - Flexible benefits from first day of employment - Comprehensive Employee & Family Wellness Program - A culture based on caring, integrity,...


  • Edmonton, Canada Cantiro Asset Management Corporation Full time

    **Receptionist/Administrative Assistant** Join our dynamic team and be part of the ongoing growth of **Cantiro Group of Companies**! With over 25 years of real estate experience, we have developed visionary communities, built innovative homes, designed luxury condos, created the best townhomes and inspired some of the most interesting commercial...


  • Edmonton, Canada Assistant Laser Tag Manager Full time

    **We're Laser City!** We are growing and are looking to add an Assistant Manager to our team! We offer action packed Laser tag, Mini Paintball and VR Escape Rooms - with a few more fun things coming soon! We specialize in special occasion events - birthday parties, corporate events, sports teams, etc. We create memories through fun experiences. Our...


  • Edmonton, Canada AIMCo (Alberta Investment Management Corporation) Full time

    **Opportunity** Are you looking for a dynamic and challenging work environment where you can continuously develop your problem solving and critical thinking skills? Do you have a strong organization and time management skills that allow you to thrive in a fast-paced environment? If this sounds like you, an Administrative Assistant role within our Toronto...


  • Edmonton, Canada Lang Property Management Full time

    **About Lang Property Management & Project HOPE** Lang Property Management, renowned for its unwavering commitment to excellence, proudly manages Project HOPE, a beacon of light in the realm of personalized care for individuals living with Autism and various complex disabilities. Situated in the heart of Alberta, Project HOPE is not just a facility; it's a...


  • Edmonton, Canada Rapid Interactive Disability Management Full time

    Temporary - Full Time - Maternity Leave Coverage. This role is a temporary, full-time position for maternity leave coverage; with the possibility of moving to permanent, full-time. The Administrative Assistant is responsible for servicing inquiries from clients, physicians, or any representative acting on behalf of a client. This position performs a wide...


  • Edmonton, Canada United Food and Commercial Workers Local 401 Full time

    The United Food and Commercial Workers (UFCW) Local 401 is Alberta’s largest private sector union with 32,000 members working in diverse industries such as retail, food processing, beverage production, hospitality, gaming, and education. We are part of the 1.3-million-member United Food and Commercial Workers International Union, representing working...


  • Edmonton, Canada Larlyn Property Management Full time

    Larlyn Property Management is a property management company that believes it’s people who make a community a great place to be. Every day we are invited into people’s lives to help make their homes, workplaces and communities better. And every day we take this privilege seriously and strive to be better than yesterday. Larlyn's greatest strength has...


  • Edmonton, Canada McCOR Management Full time

    We are currently seeking an experienced Assistant Resident Manager for a 396-unit rental apartment property in Edmonton. As this is a key role in the company, the successful Applicant will have extensive experience with residential management, administration, tenant communications, and tenant engagement. This is a part-time position of approximately 25-/+...


  • Edmonton, Canada Larlyn Property Management Full time

    Larlyn Property Management is a property management company that believes it’s people who make a community a great place to be. Every day we are invited into people’s lives to help make their homes, workplaces and communities better. And every day we take this privilege seriously and strive to be better than yesterday. Larlyn's greatest strength has...

  • Administrative Manager

    7 months ago


    Edmonton, Canada MAK Construction Management Ltd. Full time

    Education: Bachelor's degree - Experience: 1 year to less than 2 years - or equivalent experience **Work setting**: - Urban area - Construction **Budgetary responsibility**: - 0 - $100,000 **Tasks**: - Direct and advise staff engaged in providing records management, security, finance, purchasing, human resources or other administrative services - Direct...


  • Edmonton, Canada Morgan Construction and Environmental (Ltd.) Full time

    **THE ROLE**: Reporting to the Director of Corporate Services, the Receptionist/ Administrative Assistant will act as the first point of contact for anyone calling or visiting Morgan's head office in Edmonton, AB. This individual will ensure that every touch point and interaction is positive and will direct inquiries in a timely, courteous, and professional...

  • Administrative Manager

    7 months ago


    Edmonton, Canada MAK Construction Management Ltd. Full time

    Education: Bachelor's degree - Experience: 1 year to less than 2 years - or equivalent experience **Work setting**: - Urban area - Construction **Budgetary responsibility**: - 0 - $100,000 **Tasks**: - Co-ordinate administrative services - Collect and record administrative and service fees - Assist in preparing annual budgets - Direct and advise staff...

  • Administrative Support

    7 months ago


    Edmonton, Canada Edon Management Full time

    We are looking for a detail-oriented team player to support contract management operations. Work with our dynamic team to provide administrative and accounting support while creating portfolios. Your contributions will be important in driving success under the direction of our Certified Employee. **Who are we?** To put it simply, we’ve been around for...


  • Edmonton, Canada EPCOR Full time

    **Highlights of the job** We have an exciting permanent full-time opportunity for a highly organized and proactive Administrative Assistant to join and support the Water Services Team working from the Rossdale Water Excellence Lab Building in Edmonton, AB. In the Administrative Assistant role you will be supporting the administrative activities of the...


  • Edmonton, Canada EPCOR Full time

    **Highlights of the job** We have an exciting permanent full-time opportunity for a highly organized and proactive Administrative Assistant to join and support the Water Services Team working from the Rossdale Water Excellence Lab Building in Edmonton, AB. In the Administrative Assistant role you will be supporting the administrative activities of the...