Administrative and Meeting Management Assistant at City of Edmonton

Thrive in a fast-paced, high-impact environment? If you're an exceptional organizer with strong communication and problem-solving skills, the Office of the City Clerk needs your expertise to keep our operations running smoothly. This is your chance to make a real difference in a dynamic role that offers a unique blend of administrative support, meeting coordination, and public interaction.

As an Administrative and Meeting Management Assistant, you will play a pivotal role in ensuring the smooth operations of the Office of the City Clerk. Your expertise in managing a diverse range of administrative tasks, coupled with your exceptional organizational and communication skills, will be instrumental in supporting Council and Committee meetings, and the overall clerical needs of the office. This position offers the opportunity to make a significant contribution to the efficient functioning of a high-paced and dynamic environment, where your ability to juggle multiple priorities, meet deadlines, and provide accurate and timely support will be highly valued. Additionally, your tact and confidence in handling public inquiries on a variety of topics will be essential in maintaining positive relationships with the community.

What will you do?

• Work collaboratively with a team of administrative professionals to support the Office of the City Clerk
• Governance Support
• Manage a large volume of requests to speak from the public at Council and Committee meetings as well as Public Hearings, coordinating the process from end-to-end including speaker registration, sign in at the Office of the City Clerk Delegation Table, and providing technical assistance during the meeting to speakers as required
• Promptly respond to or direct inquiries from the public sent to the business shared account as the public facing representative of the Office of the City Clerk
• Work closely with the Meeting Management Team within Governance and Legislative Services to provide meeting support for Council and Committee meetings by booking ancillary meeting services such as security, audio/visual, and captioning services and by preparing correspondence and responding to inquiries about meetings and agenda items
• Prepare and distribute Council and Committee meeting notices and update public and internal meeting calendars, ensuring accuracy
• Council Correspondence
• Provide office reception services for Office of the City Clerk – City Hall, responding to phone and in-person inquiries
• Review Council correspondence items that are sent to the City Clerk’s office and distribute in alignment with standard procedures
• General Administrative support
• Manage boardroom and meeting room bookings and catering as required, ensuring that equipment is in working order
• Maintain stationery and supplies for City Hall location, and reconcile procurement card charges monthly
• Process payments for Freedom of Information and Protection of Privacy requests and for Bylaw copies, complying with the City’s money-handling and credit card policies
• Support financial management tasks by creating purchase orders, cheque requisitions, and deposits
• Support records management ensuring that document management, retention, disposition and distribution adhere to requirements
• Compile monthly statistical information for use in monitoring section performance measures
• Other administrative, clerical and support duties as required
  
  

For more information, visit the Office of the City Clerk Page

Qualifications:

• Completion of Grade 12, including business subjects related to word and information processing or completion of a relevant certificate or diploma program from an approved business school/college, supplemented by training in basic microcomputer applications
• A minimum of three years of progressively responsible experience in an administrative capacity, including reception services and general administrative and clerical support in a fast-paced, demanding environment
  
  
  

Assets:

• Broad knowledge of the City’s organizational structure and department services
• Knowledge of SAP and the Google Office tools
• Experience working in a large, complex organization
  
  
  

Skills required for success:

• Excellent verbal and written communication skills
• Ability to establish and build effective working relationships
• Exceptional troubleshooting and problem solving skills
• Proven ability to produce error-free work under tight deadlines
• Ability to make decisions in accordance with established policies and procedures
• Ability to plan, prioritize and coordinate work assignments independently and as part of a team
• Advanced skills in Google Suite (Gmail, Docs, Sheets, Slides, Drive etc.) and Adobe Acrobat
• Alignment to our Cultural Commitments and Leadership Competencies ( https://bit.ly/4brRrXm )
• Embracing a culture of equity, diversity, reconciliation and inclusion
• Applicants may be tested
  
  
  

Please ensure a cover letter is included with your application.

Work Environment:

• Note: Due to the nature of work, this position is not eligible for a hybrid work arrangement
  
  
  

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 [email protected] . 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 per week, Monday through Friday

Salary Range: $29.432 - $36.905 (Hourly); $51,851.830 - $65,017.380 (Annually)

Talent Acquisition Consultant: SM/SB

Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation