Administrative Coordinator to the Director

4 days ago

Calgary, Alberta, Canada City of Calgary Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Assistant to provide administrative support to the Director and Executive Advisor in the Assessment and Tax (A&T) business unit.

Key Responsibilities
  • Calendar Management: Manage the Director's calendar, coordinate meetings with internal and external parties, address scheduling conflicts, and accept/decline meetings.
  • Meeting Support: Assist with Assessment & Tax Management Team (ATMT) meeting management, including drafting agendas, meeting minutes, and distribution.
  • Reporting: Support the Director, EA, and Policy and Strategy team on reports for submission to Executive Leadership Team, Council, and Committees.
  • Travel Coordination: Schedule and coordinate travel for the Director, EA, or management team.
  • Expense Reconciliation: Reconcile Corporate Credit cards for the Director and EA, complete Expense Disclosure procedure.
  • Email Management: Monitor A&T Admin email inbox and action items.
  • Facility Access: Act as primary Corporate Security contact for key card access to Ad Valorem Place, Fitness Center, and Parking Lot.
  • SharePoint Management: Manage SharePoint folder permissions for A&T channels and provide eScribe support.
  • Learning and Development: Support Learning and Development activities for the Director's office and Management teams.
Qualifications
  • A completed 1-year certificate in Business Administration or related field plus at least 5 years of progressively more responsible administrative experience.
  • Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams) is required.
  • Experience supporting senior management and/or experience in a Director's Office is preferred.
  • Experience using PeopleSoft Human Capital Management (HCM), PeopleSoft Financials and Supply Chain Management (FSCM), and eScribe or equivalent systems will be considered assets.
  • Excellent communication skills, organization, and time management skills with a strong customer focus.
  • The ability to exercise professionalism, political acumen, confidentiality, and discretion, resolve conflicting priorities, and work in an environment with multiple demands.

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