Administrative Assistant to the Director

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, joinThe 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. Reporting to the Executive Advisor, this position is responsible for maintaining the daily functionality of the Director's Office while also providing support to the Executive Assistant and the Mobility Management team. Primary duties include: Provide confidential administrative support to the Mobility Director, Executive Advisor and the Mobility Management team as required. Manage the Director's daily schedule and ensure it is accurate and without conflicts. Prepare the Director for meetings by having background and all related information. Oversee and respond to Director's meeting requests and invitations as directed and open, review and process mail. Order office supplies and forms and manage related office machines. Manage various boardroom accounts and oversee the Director's boardroom requirements. Act as a resource and liaison for all Mobility staff and customers to the building. Provide leadership to Divisional Secretaries in the form of planning meetings to ensure sharing ideas and consistency of approaches to duties and address any issues within the administrative work group. Answer Director's Office telephones. Retrieve, transcribe and forward all voice messages. Maintain own emails as well as additional email accounts including the Director's emails, the Mobility Director's Office generic email account and related boardroom accounts. Forward customer inquiries to the appropriate Mobility Manager or employee(s) or alternate City business unit for response. Manage and ensure adherence to deadlines, service level agreements and commitments. Perform Human Capital Management (HCM) timekeeping responsibilities. Set up and maintain Director's Office files using Content Server. Qualifications  A completed 1 year certificate in Business Administration or a related discipline with at least 5 years of progressive work experience in an executive administrative role.  An advanced level of proficiency in Microsoft (Work, Outlook, Excel) is required. Preference will be given to applicants that possess experience dealing with public, council and councillor inquiries. Previous experience working in a government organization would be an asset. Previous experience working with Content Server and PeopleSoft would be considered an asset. Success in this position requires excellent communication skills, decision making, organizational skills, time management, adaptability and customer service skills.  A demonstrated ability to work independently as well as in a team environment is necessary. This position will require multitasking and dealing with stressful situations.

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