Executive Administrative Assistant

2 weeks ago

Calgary, Canada City of Calgary Full time

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life.
The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.

The Executive Administrative Assistant is the first point of contact within the Chief Operating Office and provides senior administrative support related to office & records management, meeting coordination, administering key office processes and relationship management. Primary duties include:

- Responsible for executive calendar management and scheduling on behalf of the Chief Operating Officer.
- Meet and greet visitors in the Chief Operating Office, check in guests and prepare for meetings.
- Respond to internal requests related to records management.
- Ensure new employees on the team are onboarded to the office and provided materials and access to ensure their success.
- Interact with IT regarding asset inventories and order office supplies.
- Prioritize meetings, create meeting agendas, take meeting minutes and follow up on action items.
- Seek improved business processes to improve effectiveness and efficiency. Build relationships with relevant parties and maintain COO contact lists.

**Qualifications**
- A completed 2 year diploma in business, office administration or related field.
- At least 5 years of progressive senior administrative or secretarial experience.
- Advanced proficiency in Microsoft Office (Microsoft Outlook, PowerPoint, Word and Excel) and Adobe Acrobat is required.
- Experience with eScribe software, OneDrive, Content Server, PeopleSoft Financial Supply Chain Management (FSCM), Municipal Government Act, Freedom of Information and Protection of Privacy Act, and Council's Procedure Bylaw will be considered an asset.
- Demonstrated ability to work independently, take initiative, adaptability in a changing environment, and sound judgment, as well as excellent organizational, time management, customer service and communication skills.

**Pre-employment Requirements**
- Successful applicants must provide proof of qualifications.
Union: CUPE Local 38
- Business Unit: Chief Operations Office
Position Type: 2 Temporary (Up to 12 months)
- Location: 323, 7 Avenue S.E.
Compensation: Pay Grade 7 $35.45 - 47.43 per hour
- Days of Work: This position typically works a 5 day
work week, with 1 day off in each 3 week cycle.
Hours of work: Standard 35 hour work week
Audience: Internal/External

- Amendment: Opened Externally
- Job ID #: 312024

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