Administrative Assistant

Job summary

Provide administrative and front-line support for appeal hearings, including preparing correspondence and document indexes, coordinating hearing logistics, recording proceedings, and maintaining appeal statuses and timelines. Format, proofread, audit, and prepare final decisions for publication while responding to inquiries and troubleshooting process or technical issues.

Job details

Role: Administrative Assistant – Intermediate Location: Calgary, AB — Onsite Work Location: 23rd Floor, AMEC Place, Calgary Contract: 6 months + possible 6-month extension Schedule: Full-time, Monday–Friday | 8:00 AM–2:00 PM Alberta Time We are seeking an experienced Administrative Assistant / Appeals Assistant to support the Appeals Commission in Calgary. Key Responsibilities Provide accurate administrative support to Appeals Officers, Hearing Chairs, Vice Chairs, and Commissioners. Handle pre-hearing administration and provide front-line support during appeal hearings. Prepare and distribute correspondence to participating parties. Create document indexes for Appeal Document Packages (ADPs). Coordinate teleconference/video conference arrangements and provide participation instructions. Attend and record hearings while troubleshooting process or technical issues. Respond to party inquiries and provide support during distress, emergency, or crisis situations. Maintain accurate appeal statuses and timelines in ACES. Format, proofread, and audit Hearing Chair decisions. Provide editing and plain-language feedback where required. Ensure final decisions comply with approved style and formatting protocols. Prepare final decision documents for publication on CanLII. Mandatory Qualifications 2+ years of relevant administrative experience. 2+ years using Microsoft Office Suite. 2+ years working in a fast-paced environment and independently troubleshooting problems. 2+ years in a similar administrative/appeals role. 2+ years working with clients/stakeholders to identify, gather, document, and analyze requirements. High School Diploma/GED. Strong written and verbal communication skills. Excellent organizational and prioritization skills. Strong attention to detail. Post-secondary education in Office Administration. Experience with Information Governance, Records Management, or Information Management. Experience with privacy/security concepts related to ATIA and POPA. Experience working with the Government of Alberta, 1GX, or a comparable Canadian public-sector ERP environment. Experience working with workers' compensation/WCB systems.

What you’ll do

Provide administrative and front-line support for appeal hearings, including preparing correspondence and document indexes, coordinating hearing logistics, recording proceedings, and maintaining appeal statuses and timelines. Format, proofread, audit, and prepare final decisions for publication while responding to inquiries and troubleshooting process or technical issues.

Requirements

Requires at least two years of relevant administrative experience, Microsoft Office experience, work in a fast-paced environment, and experience in a similar administrative or appeals role, along with a high school diploma or GED. Post-secondary education in Office Administration and experience with records or information management, privacy concepts, public-sector ERP systems, and workers' compensation systems are also listed.

Listed skills

• Administrative Support · Preferred
• Attention to detail · Preferred
• Troubleshooting · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Appeals Administration
• Microsoft Office
• Document Indexing
• Correspondence Preparation
• Hearing Coordination
• Teleconference and Video Conference Coordination
• Hearing Documentation
• Troubleshooting
• Client and Stakeholder Support
• Records Management
• Information Governance
• Privacy and Security
• Proofreading and Editing
• Plain-Language Editing
• Attention to Detail

Job areas

• Administrative
• Government & Public Sector
• Customer Service & Support
• Legal

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