Director's Administrative Assistant

Job summary

This position provides leadership and senior administrative support for the Director of Financial and Strategic Services by managing daily operations and coordinating department assignments. The role involves reviewing correspondence, preparing reports for senior leadership and Council, and ensuring departmental compliance with corporate standards.

Job details

Reporting to the Director of Financial and Strategic Services, this Director’s Administrative Assistant provides leadership and coordination for the day-to-day operation of the Director’s office. The position provides senior administrative support by coordinating department assignments and requests; reviewing and assessing correspondence; compiling and summarizing background information; supporting reports and presentations for senior leadership and Council and providing functional leadership to the administrative team in the department. This position liaises with all levels of the organization to ensure the department meets corporate and departmental expectations, timelines, standards, policies, procedures, and guidelines regarding communications and paperwork, in a well-organized, effective, and responsive approach. Key Responsibilities: * Manage the Director’s schedule by coordinating day-to-day operations of the Director’s office; maintaining calendars, coordinating meetings, preparing materials and logistics, delegating incoming emails, correspondence and requests * Provide senior level administrative and confidential support by handling sensitive or emergent matters in a timely manner while keeping the Director well informed * Review and prioritize incoming correspondence; respond on the Director's behalf or delegate for comments and prepare draft responses for the Director's approval * Assist Director in organizing department initiatives, as well as discuss priorities and communicate Director's instructions and expectations to direct reports * Ensure the Director's management team is informed about emerging issues, branch projects and work plans * Research background information and seek input from internal branches to update department reports, policies, and other information * Understand the department budget processes, contract management processes, and provide support as required * Liaise with senior administration to coordinate council reports, executive team issue briefs ensuring final briefs are routed through Escribe * Review council meeting agendas, minutes, items due list and information requests to ensure applicable action items are handled promptly and in accordance with corporate and division guidelines and standards * Maintain a reference list of reports presented to council, senior administration and external stakeholders for reference * As a subject matter expert, this position provides leadership and advises staff to ensure accuracy throughout processes and responsibilities * Liaise closely with the internal communications team to ensure awareness of themes of trends for key messaging * Assist in building a strong collaborative culture of unified support for the leadership group and branch that supports Strathcona County’s core values through positive goals and optimum performance Qualifications and Skills: * Post secondary Diploma/Certificate in Office Administration or related field combined with 5 years of senior level administrative experience supporting managers, directors, or executives * Exceptional interpersonal, communication, and customer service skills with the ability to communicate in a positive and professional manner with a diverse group of external and internal customers * Strong organizational skills with the ability to analyze, problem solve, manage multiple tasks and adapt to changing priorities while working under pressure to meet deadlines * Strong leadership, supervisory and coaching skills to motivate and direct staff * High level of professionalism and demonstrated ability to work with sensitive and confidential matters with political acumen * Ability to work with minimal supervision and within a team environment * Extensive knowledge of relevant computer programs such as SharePoint, Microsoft 365 suite, Escribe and Adobe Conditions of Employment: * Submission of a Satisfactory Criminal Record Check Who We Are: Strathcona County is a specialized municipality located in the heart of Alberta. Our vision is to become Canada’s most livable community, where our workplace culture and identity are supported by our people plan and values of integrity, respect, safety, collaboration, and accountability. Why Join Strathcona County: (depending on position) * Competitive salary and comprehensive benefits package, which includes: * Extended health and dental coverage * Health and wellness spending account * Life and disability insurance * Retirement and pension programs * Earned day off program * Employee and family assistance program * Commitment to employee development, through internal and external training and development opportunities * Well-being programs and a safety culture focused on physical and psychological health in the workplace Equivalencies of education and experience may be considered. This role may be eligible to participate in our hybrid work program. This competition may be used to fill future vacancies for similar positions within the next 6 months. Strathcona County is committed to an inclusive, respectful, and equitable workplace that represents the community we serve. We welcome applicants from all backgrounds who can contribute diverse perspectives and experiences. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

What you’ll do

This position provides leadership and senior administrative support for the Director of Financial and Strategic Services by managing daily operations and coordinating department assignments. The role involves reviewing correspondence, preparing reports for senior leadership and Council, and ensuring departmental compliance with corporate standards.

Requirements

Candidates must possess a post-secondary diploma or certificate in Office Administration or a related field, along with at least 5 years of senior-level administrative experience. Strong leadership, communication, and technical proficiency in Microsoft 365 and related office software are essential for this role.

Benefits

• Extended health and dental coverage
• Health and wellness spending account
• Life and disability insurance
• Retirement and pension programs
• Earned day off program
• Employee and family assistance program
• Employee development opportunities

Listed skills

• Administrative Support · Preferred
• Leadership · Preferred
• coordination · Preferred
• Communication · Preferred
• Problem solving · Preferred
• Coaching · Preferred
• SharePoint · Preferred
• Microsoft 365 · Preferred
• Adobe · Preferred
• Customer service · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Leadership
• Coordination
• Communication
• Organizational skills
• Problem solving
• Supervisory skills
• Coaching
• SharePoint
• Microsoft 365
• Escribe
• Adobe
• Budget processes
• Contract management
• Political acumen
• Customer service
• Administrative Support
• Office Administration
• Professionalism
• Accountability
• Organizational Skills
• Ability To Meet Deadlines
• Administrative Functions
• Research
• Life Coaching
• Management
• Customer Service
• Contract Management
• Training And Development
• Internal Communications
• Interpersonal Communications
• Operations
• Presentations
• Safety Culture
• Microsoft SharePoint
• Timelines
• Coordinating
• Prioritization
• Psychological Health

Job areas

• Administrative
• Government & Public Sector
• Management & Leadership
• Finance & Accounting
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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