Senior Administrative Assistant

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.

As Senior Administrative Assistant, you will provide a high level of support to keep the Director's Office organized and operating effectively, ensuring Waste and Recycling Services (WRS) maintains a strong reputation with Council and internal and external partners across The City. You will also liaise with various levels of government and municipalities, industry, community and business organizations, and the public. Primary duties include:

• Oversee and organize the Director's calendar and e-mail to optimize time commitments and coordinate agendas, meeting materials, and minutes.
• Prepare letters, reports, presentations, and other forms of correspondence with a high level of speed, accuracy, and professionalism.
• Reconcile corporate credit card transactions and manage expenses for the Director.
• Act as the corporate recognition business unit representative.
• Communicate and collaborate with Councillors' offices and staff from other Business Units to resolve public service complaints, general inquiries, and 311 requests.
• Ensure quality control of file and records management.
• Oversee meeting resources, handle venue-specific challenges, and organize business unit events.
• Coordinate and book travel for conferences, training, and events.
• Maintain and coordinate office supplies, hardware, and software, providing guidance and information regarding City processes and policies.

Qualifications

• A completed 1-year certificate in Business or Office Administration or a similar field and at least 5 years of administrative experience; OR
• A completed 2-year diploma in Business or Office Administration or a similar field and at least 3 years of administrative experience.
• Experience must include executive support, vendor management, reporting, scheduling events, records management, and coordinating meetings.
• An intermediate level of proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint), Adobe Acrobat, SharePoint, and Corporate Gifting System is essential.
• Proficiency with eSCRIBE, Integrated Records Information Management System (IRIMS) software, and Motorola 311 Customer Service Request (CSR) is considered an asset.
• The ability to resolve conflicting priorities and work in an environment with multiple demands while exercising professionalism, political acumen, confidentiality, and discretion is essential.
• The successful candidate will possess strong interpersonal skills, with the ability to communicate effectively with a diverse group of individuals, officials from government, municipalities, industry, community, business organizations and the public.

Pre-employment Requirements

• Applicants will be tested for appropriate skills.
• Successful applicants must provide proof of qualifications.

Workstyle

• This position may be eligible to work from home for at least part of the time as one of several flexible work options available to City employees. Such arrangements are based on the operational requirements of the position and employee suitability and are subject to change based on operational needs and corporate direction.

Union: CUPE Local 38

Business Unit: Waste and Recycling Services

Position Type: 1 Temporary (up to 20 months)

Location: Avenue SE

Compensation: Pay Grade 7 $ 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

Apply By: November 21, 2025

Amendment: Audience

Job ID #: 312829