Administrative Associate

Division:Communications, Service Regina & Tourism Department:Tourism Type of Posting:Internal & External Employment Type:Permanent Hourly

Salary:
$31.47
- $40.67 Date Posted: October 13, 2026 Closing Date: October 22, 2026 Land Acknowledgement We are proud to reside on Treaty 4 Territory and the traditional lands of the Cree, Saulteaux, Dakota, Nakota, Lakota, and Métis Nation, honoring and respecting these Nations and ancestors of this territory and grateful to be here. Regina is committed to building trust and creating true partnerships with Indigenous peoples. Equity, Diversity & Inclusion The City of Regina is an equal opportunities employer dedicated to fostering a respectful, collaborative, inclusive, and barrier-free workplace, allowing everyone to achieve their full potential. We value diversity as a key to our success and encourage all qualified candidates, including Indigenous peoples, people of colour, 2SLGBTQIAP+ individuals of all genders, people of disabilities, and members of equity-deserving communities, to apply. The City of Regina is committed to ensure accessible and accommodating processes during the application and selection phases. If you need accommodation at any point during the recruitment process, please inform our Talent teamand we'll collaborate with you to address your requirements. Position Summary Reporting to the Director, the Administrative Associate provides comprehensive administrative, coordination, and logistics support to the work unit. This position is responsible for managing information flow, preparing correspondence and reports, coordinating meetings and events, maintaining records and tracking systems, supporting financial and budget processes, and ensuring effective office administration. The Administrative Coordinator serves as a key liaison between management, internal stakeholders, and external partners, contributing to the efficient delivery of programs, services, and operational objectives. Key Duties & Responsibilities Monitor, maintain, and manage a tracking system for work unit service levels, deliverables, and activities, including social media, earned media, and other digital services. Compose, draft, edit, proofread, and format correspondence, memos, service request responses, media request responses, briefing notes, and reports.
Update manuals and standards and circulate revised documents. Collect, assemble, and provide information packages, including files, reports, correspondence, research, and background materials. Attend meetings, take minutes, prepare follow‑up correspondence, and track progress.
Respond to requests for information or materials from internal and external stakeholders. Complete searches, input data, validate data, manipulate data, and generate reports and lists from programs and applications. Liaise with the management team and support branches throughout the City to transfer information, coordinate deliverables, and follow up on initiatives on behalf of Directors. Coordinate the flow of information and materials for meetings. Coordinate calendar appointments, meetings, events, boardroom bookings, and food and beverage arrangements. Input information and coordinate updates in planner or other determined project management tools. Triage incoming messages and requests received in person, by telephone, and by email for response and action. Develop, analyze, implement, and review administrative policies, procedures, and systems. Make logistical arrangements for meetings, events, travel, accommodations, and training and development activities. Oversee filing systems in accordance with corporate records management policies and procedures. Assist with preparation and verification of budget submissions and ongoing expenditure monitoring and variance reporting. Receive, process, verify, reconcile, and complete payment of invoices, including the coordination and tracking of purchase order restrictions. Key Qualifications Completion of secondary school or equivalency plus completion of a recognized job-related certification in Office Administration, Business Administration, or a related field. Minimum three (3) years of previous and on‑the‑job progressive administrative and/or clerical experience. Knowledge of office administration processes and customer/client services. Knowledge of office management and municipal government protocols, policies, and procedures. Knowledge of branch operations and broader division/department functions. Knowledge of relevant collective agreements, bylaws, policies, procedures, legislation, and health and safety standards. Ability to interact across a range of stakeholders with a focus on the provision of services and the exchange, collection, and dissemination of information. Ability to build and maintain relationships across business units and with external stakeholders. Strong organizational skills with the ability to prioritize office activities, adapt to changing circumst