City of Calgary’s Public Spaces Delivery Department is inviting applications from suitable candidates for the position of Administrative assistant to the director. City of Calgary’s Public Spaces Delivery Department is dedicated to enhancing community life through strategic planning and execution of public spaces. Specializing in urban development and beautification, it provides well-designed parks, plazas, and recreational areas. With a focus on community engagement, it functions as a key player in shaping Calgary’s vibrant and inclusive public spaces, contributing to the city’s overall livability and cultural richness. The candidates selected for the vacancy will be required to start the work as soon as possible.
Job Description:
Employer Name: City of Calgary
Department: Public Spaces Delivery
Position: Administrative assistant to the director
No of Vacancies: 1
Salary: $33.33 – $44.60 hourly
Employment Type: Full Time/Regular
Union: CUPE Local 38
Location: 133 6 Ave SE, Calgary, AB T2G 4Z1, Canada
Shift: 5 day work week (1 day off in a 3 week cycle)
Hours of work: Standard 35 hour work week
Job ID: 308980
Requirements:
Languages: Candidates must have knowledge of the English Language
Education: Candidates should have a certificate in Business Administration or Office Administration
Experience: Candidates should have at least 5 years of progressively more responsible administrative experience
Other Requirements:
- The candidates should have experience supporting senior management and/or experience in a Director’s Office
- The candidates should have advanced proficiency in Microsoft Word and Outlook and intermediate proficiency in Microsoft Excel, PowerPoint, and Teams
- The candidates should have experience using PeopleSoft Human Capital Management (HCM), PeopleSoft Financials and Supply Chain Management (FSCM), Motorola 311 system, and eSCRIBE or equivalent systems and experience with Microsoft Power BI
- The candidates should demonstrate excellent communication skills, organization, and time management skills with a strong customer focus and provide proof of qualifications
- The candidates should possess the ability to exercise professionalism, political acumen, confidentiality, and discretion, resolve conflicting priorities, and work in an environment with multiple demands
Responsibilities:
- The candidates should be able to oversee the operations of the Director’s office and provide senior administrative support to the Director, the Executive Advisor, and the management team
- The candidates should be able to represent the Director’s office and the business unit across the corporation, facilitating and prioritizing requests for meetings, information, decisions, and approvals
- The candidates should be able to work with the Director to support the management of their calendar, inbox, voicemail, and filing system and prepare the Director for daily meetings with necessary materials such as emails, presentations, and reports
- The candidates should be able to facilitate the prioritization of correspondence requiring a timely response and compile, consolidate, and summarize information to create and format technical and administrative correspondence and documents
- The candidates should be able to create, maintain, and manage the business unit’s Microsoft Teams sites and compile information in response to FOIP or 311 requests
- The candidates should be able to take meeting minutes at all management team meetings
- The candidates should be able to support the business unit by managing boardrooms, scheduling meetings and catering, coordinating office moves, initiating and managing Information Technology (IT) requests, staff telecommunication requirements, and ordering office supplies
- The candidates should be able to support the hiring process by scheduling interviews and onboarding new staff
- The candidates should be able to serve as a liaison between the property manager/leasing agent and the business unit, review monthly lease payments, and coordinate subleases, parking requirements, and building access
- The candidates should be able to oversee the business unit service requests, general inquiries, and redirect as appropriate and reconcile procurement cards and petty cash
- The candidates should be able to assist with making travel arrangements, training bookings, and other activities to support learning and development for staff
- The candidates should be able to lead and support business unit initiatives that promote team building and foster a positive culture
How to apply:
If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume) through the below-mentioned details.
We thank all the applicants for showing their interest and trust in us, however, only the most eligible candidates will be selected and conducted for further procedure directly from employers, in between no charges/fees or original documents will be asked from any applicant. All the best!