Senior Administrative Coordinator

3 weeks ago

Regina, Saskatchewan, Canada City of Regina Full time

Position Overview:

The City of Regina is in search of a dedicated and proficient Executive Assistant to enhance our dynamic team. This role is an excellent opportunity for an administrative professional who possesses strong interpersonal abilities, a decisive mindset, and the capability to operate autonomously. The successful candidate will be instrumental in providing support to the Deputy City Manager (DCM) of Communications, Service Regina & Tourism.

Key Responsibilities:

  • Oversee the DCM's calendar through effective collaboration, prioritization, and scheduling.
  • Manage various interactions across all levels, including internal staff, City Council, residents, and business partners, while maintaining the DCM's perspective.
  • Compile and deliver information packages for the DCM, as well as for committees and groups, including files, reports, correspondence, and background materials.
  • Provide logistical support, such as confirming meeting venues, preparing agendas, assembling materials, and ensuring the distribution of notices and information packages as required.
  • Coordinate the flow of information for interdivisional meetings and related materials.
  • Foster and maintain relationships across divisions and with external organizations.
  • Uphold professionalism and confidentiality in addressing the needs of all stakeholders, demonstrating exceptional customer service.
  • Prepare and organize necessary background materials and files, attend meetings to take notes, and draft follow-up correspondence.

Required Qualifications:

  • A minimum of five (5) years of senior-level administrative experience, providing direct support to executive leadership.
  • Extensive proficiency in word processing, spreadsheets, presentations, email, and related office administration software.
  • Basic knowledge of accounting functions.
  • High degree of digital literacy, particularly with the full suite of Office 365 applications.
  • Ability to compose correspondence based on general instructions or in response to written inquiries.
  • Skilled in typing, proofreading, and reviewing various materials, including committee reports and general correspondence.
  • Strong relationship-building and communication skills.
  • Exceptional interpersonal abilities.
  • Excellent organizational skills and meticulous attention to detail.
  • Proactive approach to executive administration.
  • Sound judgment and understanding of urgency.
  • Commitment to confidentiality and recognition of the pivotal role of an Executive Assistant within the organization.
  • High confidence and ability to work independently in a fast-paced, time-sensitive environment.

Additional Information:

  • The successful candidate may be required to undergo a satisfactory criminal record check.
  • Proof of relevant education will be required.
  • Additional assessments may be conducted to evaluate competencies, knowledge, skills, and abilities.

The City of Regina values your well-being, supports your professional development, and promotes inclusive hiring practices. We offer competitive compensation, attractive health and wellness benefits, and a variety of educational support and in-house courses for your growth.

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