Administrative Assistant to the Director

Job Responsibility: If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The 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. As the Administrative Assistant to the Director, you will demonstrate your strong work ethic and collaborative approach by providing administrative support to the Director of Climate and Environment, the Executive Advisor, and the business unit managers as required. Primary duties include:

• Manage the Director's calendar, inbox, and filing system, and strategically coordinate for maximum time effectiveness, prioritization, and anticipated conflicts.
• Prepare the Director for daily meetings with necessary materials, such as e-mails, agendas, presentations, and reports.
• Oversee the business unit service requests and general inquiries and redirect as appropriate, and oversee safety administration for the Director.
• Support the business unit by managing boardrooms, scheduling meetings and catering, scheduling interviews, office moves, initiating and managing Information Technology (IT) requests and office telecommunications needs.
• Provide administrative support for financial matters such as processing purchase orders, arranging staff conferences and travel, credit card processing, reviewing IT statements, and printing documents for the Director and the Executive Advisor.
• Liaise with other City business units to coordinate service such as meetings with other Directors, phone service requests, and IT related problems.
• Organize and oversee office administrative functions such as sorting and distributing mail and managing the sign-out process for laptops, pool vehicles and parking passes, managing and updating organizational charts and distribution lists.
• Oversee the business unit's Corporate Recognition and Rewards program.

Qualifications

• A completed 1-year certificate in Office Administration or equivalent and at least 5 years of administrative experience.
• Experience supporting senior management and/or experience in a Director's Office will be considered an asset.
• Advanced proficiency in Microsoft Office (Word, Excel and Outlook) will be considered an asset.
• Experience using PeopleSoft Human Capital Management (HCM) and PeopleSoft Financials and Supply Chain Management (FSCM) or equivalent systems will be considered assets.
• Strong demonstrated abilities in: communication, time management and prioritization in a fast-paced environment; working independently and taking initiative; applying tact and sound judgment when responding to politically sensitive issues; strategic thinking and planning; collaboration and relationship-building.

Pre-employment Requirements

• Successful applicants must provide proof of qualifications.

Workstyle

• This position may be eligible to work from home for at least part of the time as one of several flexible work options available to City employees. Such arrangements are based on the operational requirements of the position and employee suitability and are subject to change based on operational needs and corporate direction.

Union: CUPE Local 38 Business Unit: Climate and Environment Position Type: 1 Permanent Location: 201 8 Avenue SE Compensation: Pay Grade 7 $35.45 - 47.43 per hour Days of Work: This position typically works a 5 day work week, with 1 day off in each 3 week cycle. Hours of work: Standard 35 hour work week Audience: Internal/External Apply By: May 9, 2025 Job ID #: 311985