Administrative Assistant

**Highlights of the job**

We have an exciting permanent full-time opportunity for a highly organized and proactive Administrative Assistant to join and support the Water Services Team working from the Rossdale Water Excellence Lab Building in Edmonton, AB.

In the Administrative Assistant role you will be supporting the administrative activities of the Directors (as well as their teams) located at the Rossdale Water Excellence Lab Building, providing back-up and supporting to the SVP office as needed and managing a wide variety of administrative functions. Your key accountabilities will include: managing executive calendars, scheduling meetings and event coordination, planning and logistics of those meetings and events, formatting reports, presentations and related documents, document and records management, expense management, SharePoint management, tracking and following up on actions, and all related documentation. You will also be responsible for acting as a liaison between Directors and internal/external stakeholders and fostering effective communication.

**What **you’d** be responsible for**

The Administrative Assistant will report directly to the Director, Regulatory and will also be supporting other Directors at the Rossdale Water Excellence Lab Building. Your key accountabilities in the role include, but are not limited to:
Planning:

- Providing input to the annual administrative plans and directions ensuring on-going appropriate relationships with other positions.
- Support and Coverage for the Executive Assistant to the Senior Vice President:

- Supporting the Executive Assistant with specific projects or initiatives (i.e. event planning and logistics, report coordination, meeting attendance, etc.).
- Providing comprehensive support to the SVP in the absence of the Executive Assistant.
- This includes all regular duties in the administrative assistant position and assisting the SVP with all inquires.
- Measures:

- Ensuring:

- the delivery of optimal results against appropriate performance metrics.
- that work is accurate and timely.
- Organizing records and on-line materials for ready intuitive reference.
- Logistics:

- Coordinating meeting logistics, schedules appointments and accepting meeting planners for the office of the Directors.
- Developing, compiling, copying and distributing meeting agendas and related materials.
- Arranging Conference/Video calls.
- Maintaining meeting files for the Directors.
- Handling sensitive and confidential information with utmost discretion and professionalism.
- Meeting Support:

- Attending meetings as required to manage meeting materials, taking minutes and tracking actions and decisions.
- Coordinating off-site business meetings and team events; communicating with external facilities to arrange for rental accommodation and related support (eg. catering).
- Coordinating catering orders for business meetings where required.
- Document Management:

- Drafting, reviewing, preparing and formatting documents, correspondence and presentations as required. Proofing all material to ensure it is readable and error free.
- Maintaining distribution lists for internal communications including memorandums and team talks.
- Maintaining a current file key and ensuring file retention and archiving in accordance with records management standards.
- Anticipating Director’s needs and proactively addressing administrative tasks.
- Reporting:

- Compiling information from various groups for regular business reports, coordinating the finalization and posting of the report.
- Running reports in Oracle or ERS, exporting information in excel and formats materials for presentation and/or distribution. (ex. Absence reports, near miss reports, training reports, incident closure reports)
- Travel:

- Coordinating logistics for travel.
- Tracking mileage and filing expense claims for the Directors.
- Administering all Travel & Training requests.
- Financial:

- Processing POs and invoices required.
- Reconciling Pcards for the Directors.
- Office Support:

- Ordering/maintaining materials and supplies as required.
- Coordinating office moves/new hires
- Completing TSRs as required.
- Liaising with help desk, IS or facilities to resolve workspace issues.
- Ordering Business Cards.

**What’s** required to be successful**

Qualifications, experience and behaviours you possess are:

- High school diploma (GED, or equivalent level of secondary education)
- Administrative Professional Certificate or Business Administration Diploma from a recognized post-secondary institute would be an asset.
- 3+ years of directly and progressively responsible experience in a senior administrative related position which will include:

- General administrative support and coordination for senior leaders.
- Calendar management and meeting logistics.
- Document and records management.
- Managing multiple priorities, administrative coordination and logistics.
- Event planning/coordination from start