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 skilled Executive Assistant to enhance our administrative team. This role is ideal for an individual with exceptional interpersonal abilities, a proactive mindset, and the capacity to operate autonomously. The successful candidate will provide essential 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 diverse interactions with internal staff, City Council, residents, and business partners, always considering the DCM's perspective.
  • Compile and prepare information packages for the DCM, including files, reports, correspondence, and background materials.
  • Provide logistical assistance, such as confirming meeting venues, preparing agendas, and ensuring the distribution of notices and information packages.
  • Coordinate the flow of information for interdivisional meetings and related materials.
  • Foster and maintain relationships across divisions and with external organizations.
  • Maintain professionalism and confidentiality while delivering exceptional customer service.
  • Prepare 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, specifically in providing direct executive support.
  • Proficient in office administration software, including word processing, spreadsheets, and presentations.
  • Basic knowledge of accounting functions is beneficial.
  • High digital literacy, particularly with the full suite of Office 365 applications.
  • Ability to compose correspondence based on general instructions or in response to inquiries.
  • Strong skills in typing, proofreading, and reviewing various documents.
  • Excellent relationship-building and communication skills.
  • Exceptional organizational skills and attention to detail.
  • A proactive approach to executive administration.
  • Sound judgment and the ability to prioritize tasks effectively.
  • Commitment to confidentiality and understanding the critical role of an Executive Assistant.
  • High confidence and capability to work independently in a fast-paced environment.

Additional Information:

  • Candidates may be required to undergo a satisfactory criminal record check.
  • Proof of education will be required from the successful candidate.
  • Additional assessments may be conducted to evaluate competencies and skills.

The City of Regina values your well-being and supports your professional development. We offer competitive compensation and a range of health and wellness benefits.

If you are passionate about public service and making a positive impact, we encourage you to consider this opportunity.

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