Confidential Secretary

Position Overview

The City of Prince Albert invites applications for the permanent part-time position of Confidential Secretary in the Mayor's Office. The Confidential Secretary plays a critical administrative and coordination role in the Mayor’s Office, while also providing support to the City Manager’s Office as required. This position demands exceptional discretion, sound judgment, and a high level of professionalism. As a key point of contact for elected officials, City administration, external partners, and the public, the Confidential Secretary ensures the smooth flow of information and supports effective decision-making.

The successful candidate will demonstrate a strong commitment to confidentiality, outstanding customer service, excellent time management and organizational abilities, and superior written and verbal communication skills.

Hours: Mon‑Fri from 8am‑2pm, with a start date of Jan 2026.

Qualifications

- Diploma or Certificate in Office Administration or a related field from a recognized post-secondary institution.

- Minimum of three (3) years of executive-level administrative experience, preferably within a political, governmental, or senior executive environment.

- High level of proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and other office software.

- Knowledge of municipal government operations, structure, and functions is considered an asset.

Major Duties & Responsibilities

- Provide comprehensive administrative support to the Mayor, City Council, and the Executive Assistant, and support the City Manager’s Office as required.

- Coordinate and manage complex calendars for the Mayor and City Manager, ensuring efficient scheduling and prioritization.

- Respond professionally to inquiries from City Council, internal departments, external stakeholders, and the public, determining appropriate action, resolution, or follow-up.

- Plan, organize, and support meetings and events, including media coordination, facility bookings, room setup, catering, agendas, and logistics.

- Manage and prioritize incoming correspondence, identifying emerging issues and ensuring timely and accurate responses.

- Draft, edit, and distribute professional business correspondence with clarity, accuracy, and appropriate tone.

- Maintain accurate and compliant physical and electronic records in accordance with corporate standards and legislative requirements.

- Summarize meeting discussions, identifying key points, decisions, and action items.

- Coordinate registrations, travel arrangements, and accommodations for conferences, conventions, and external meetings.

- Process invoices, credit card reconciliations, and expense claims accurately and in compliance with policy.

- Assist with daily mail distribution, coordinate office supply procurement and schedule office equipment maintenance as required.

- Perform other related duties as assigned.

Key Knowledge, Technical Skills & Abilities

- Exceptional verbal communication skills including the ability to remain calm, respectful, and professional when interacting with individuals presenting complex or challenging concerns.

- Strong written communication skills with demonstrated experience drafting clear and accurate business correspondence.

- Proven ability to manage changing priorities in a time-sensitive environment.

- Strong ability to condense complex or lengthy meeting discussions into concise, actionable summaries.

- Demonstrated ability to exercise discretion, diplomacy, independent judgment, and strict confidentiality at all times.

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