Are you a highly organized, detail-oriented administrative professional with a knack for anticipating needs and proactively managing a fast-paced environment? Do you thrive in a role where your discretion, judgment, and time management expertise are paramount? If so, the City of Edmonton’s Corporate HR Programs and Services Branch invites you to join our dynamic team as the Administrative Assistant to the Branch Manager.

This is more than just an administrative role; it's a pivotal position where you'll be part of the backbone of the Branch Manager's office, ensuring seamless operations and effective communication. You'll leverage your in-depth knowledge of branch priorities to skillfully manage complex schedules, coordinate critical timelines, and provide comprehensive administrative support that keeps everything running smoothly.

What will you do?

• Manage the Branch Manager’s schedule by effectively and efficiently scheduling meetings; proactively obtaining and/or creating support materials and providing them to the Branch Manager in a timely manner.
• Proactively prepare agendas, ensure any materials are available to participants, and prepare and distribute meeting minutes.
• When necessary, create presentations for branch priorities, using storytelling as the primary concept.
• Act as the Branch liaison to the Deputy City Manager's Office in the processing of reports, correspondence and other formal and informal inquiries.
• Track and delegate incoming correspondence and ensure timelines are met; review written materials
• Provide the full spectrum of administrative support and coordinate core administrative functions to support the Branch Leadership Team, including technology asset management, records and information management, and supply ordering.
• Participate more broadly in the Employee and Legal Services Department Administrative Assistants Team to ensure coordinated, consistent services across the department.
• Liaise and exchange information with administrative staff of other senior offices (across the department, other Branch Manager and Executive Leadership Team offices, externals parties etc.).
• Coordinate and monitor Access to Information Act related matters for the Branch Manager’s Office.
• Coordinate the day-to-day financial processing for the Branch and audit monthly bills to ensure they are charged to correct cost centres.
• Maintain the Branch Manager’s confidential files including contracts, HR organizational data and other documents.
• Respond to inquiries by dealing with the issue or referring it for action / response as appropriate.
• Additional related duties or projects as required by the Branch Manager or Branch Strategic Coordinator, including Branch engagement planning and activities or representing the Branch on department and corporate committees/working groups.
• If you are ready to apply your exceptional administrative skills in a challenging and rewarding environment, where your contributions directly impact the success of our branch, we encourage you to apply!

Qualifications:

• Completion of Grade 12, including business subjects with emphasis on utilizing Google platforms or completion of an administrative professional certificate program from an accredited business school or college
• A Minimum of four (4) years of progressively responsible, diversified office and administrative experience including providing support at an executive level within a large public organization

Assets:

• Knowledge of Google Applications, Microsoft Office, Tableau, Posse, PeopleSoft, or SuccessFactors

Skills required for success:

• Considerable knowledge of general office management and City of Edmonton policies and procedures.
• Ability to proactively plan and coordinate the Branch Manager's schedule
• Strong decision making skills in accordance with established policies and procedures
• Ability to synthesize highly complex, operational, and technical information and translate it into a written form that is clear and easily understood by the audience
• Excellent proofreading skills (grammar, punctuation, spelling) with a high level of accuracy - must ensure documents follow and conform to City of Edmonton formats
• Ability to establish and maintain effective working relationships with a focus on balancing competing requirements within the various units and ensuring service is delivered accordingly
• Excellent time management and verbal and written communication skills, including presentation development
• Ability to deal with confidential information on a routine basis with a high degree of judgement and discretion
• Ability to recognize politically sensitive issues and bring matters of priority to the Branch Manager's attention
• Ability to make independent decisions relative to coordinating and assigning complex requests for actions
• Alignment to our Cultural Commitments and Leadership Competencies ( https://bit.ly/4brRrXm )
• Embracing a culture of equity, inclusion, belonging and reconciliation
• Applicants may be asked to complete a work exercise to demonstrate skill level

The City of Edmonton values applicants with a diverse range of skills, experiences and competencies, and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation, please contact employment@edmonton.ca . Learn more about our benefits https://bit.ly/COEbenefits . Up to 1 permanent full-time position Talent sourced through this process may be considered for similar opportunities within the City of Edmonton.

Hours of Work: 33.75 hours, Monday to Friday. The weekly hours of work for this position are currently under review and may change at a future time.

Salary: $32.117 - $40.230 (Hourly); $56,582.120 - $70,875.200 (Annually)

Talent Acquisition Consultant: TD/SG

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