Confidential Secretary

Position Overview:

The City of Prince Albert invites applications for the permanent part time position of Confidential Secretary in the Mayor's Office. The Confidential Secretary plays a critical administrative and coordination role in the Mayor's Office, while also providing support to the City Manager's Office as required. This position demands exceptional discretion, sound judgment, and a high level of professionalism. As a key point of contact for elected officials, City administration, external partners, and the public, the Confidential Secretary ensures the smooth flow of information and supports effective decision-making.

The successful candidate will demonstrate a strong commitment to confidentiality, outstanding customer service, excellent time management and organizational abilities, and superior written and verbal communication skills.

The hours for this position are Mon-Fri from 8am-2pm, with a start date of Jan 2026.

Qualifications:

•    Diploma or Certificate in Office Administration or a related field from a recognized post-secondary institution.

•    Minimum of three (3) years of executive-level administrative experience, preferably within a political, governmental, or senior executive environment.

•    High level of proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and other office software.

•    Knowledge of municipal government operations, structure, and functions is considered an asset.

 

Major Duties & Responsibilities:

•   Provide comprehensive administrative support to the Mayor, City Council, and the Executive Assistant, and support the City Manager's Office as required.

•    Coordinate and manage complex calendars for the Mayor and City Manager, ensuring efficient scheduling and prioritization.

•    Respond professionally to inquiries from City Council, internal departments, external stakeholders, and the public, determining appropriate action, resolution, or follow-up.

•    Plan, organize, and support meetings and events, including media coordination, facility bookings, room setup, catering, agendas, and logistics. 

•    Manage and prioritize incoming correspondence, identifying emerging issues and ensuring timely and accurate responses.

•    Draft, edit, and distribute professional business correspondence with clarity, accuracy, and appropriate tone.

•    Maintain accurate and compliant physical and electronic records in accordance with corporate standards and legislative requirements.

•    Summarize meeting discussions, identifying key points, decisions, and action items.

•    Coordinate registrations, travel arrangements, and accommodations for conferences, conventions, and external meetings.

•    Process invoices, credit card reconciliations, and expense claims accurately and in compliance with policy.

•    Assist with daily mail distribution, coordinate office supply procurement and schedule office equipment maintenance as required.

•    Perform other related duties as assigned.

Key Knowledge, Technical Skills and Abilities

•    Exceptional verbal communication skills including the ability to remain calm, respectful, and professional when interacting with individuals presenting complex or challenging concerns.

•    Strong written communication skills with demonstrated experience drafting clear and accurate business correspondence.

•    Proven ability to manage changing priorities in a time-sensitive environment.

•    Strong ability to condense complex or lengthy meeting discussions into concise, actionable summaries.

•    Demonstrated ability to exercise discretion, diplomacy, independent judgment, and strict confidentiality at all times.