Administrative Assistant Job Listing at City of Edmonton in Edmonton, AB (Job ID 49957)

Description

Join Our Team as an Administrative Assistant! 

Are you ready to be the heartbeat of our Branch Manager's office? We're seeking a dynamic individual to fill the crucial role of Administrative Assistant, where you'll serve as the central point of contact and information hub.

In this diverse senior level position, the Administrative Assistant is expected to maintain an in-depth knowledge of branch priorities in order to effectively manage timelines and coordinate the Branch Manager's business schedule. This role manages the administrative support for the Office of the Branch Manager and stewards the consistent application of administrative processes/procedures across the branch.

What will you do?

• Provide support to the Branch Manager: manage calendar, prepare agendas, draft correspondence, book meetings (including facility arrangements, catering etc.)
• Attend meetings chaired by the Branch Manager as required; prepare meeting materials/background information and agendas; and take, prepare and distribute minutes
• Prepare and share working documents such as branch/department/Council memos, council reports,and  background material for meetings
• Advise the Branch Manager of the status of initiatives taken in resolving issues requiring Deputy City Manager involvement and monitor the progress of directives issued until required action is complete
• Maintain and monitor an accurate and timely list of action items to alert the Directors/Supervisors of deadlines on action items
• Liaise and exchange information with administrative staff of other senior offices
• Oversee and coordinate FOIP requests, responses to councillor and 311 inquiries
• Assign routine requests for information to the appropriate Branch staff
• Lead the development of office principles of procedures, systems and procedures in compliance with Corporate policies, procedures, and guidelines
• Assist Strategic Coordinator in monitoring performance reporting such as HR, budget, travel and training costs, projects
• Coordinate administrative functions for the Branch Manager's office and the Branch leadership team
• Maintain branch staff contact information in conjunction with the other administrative staff within the branch
• Supervise 1-4 clerical staff responsible for the overall administrative functions for all branch staff; including performance coaching, check-ins and reviews, and full cycle human resources
• Undertake special projects as assigned from either the Branch Manager, Directors, or Strategic Coordinator
• Assist all Branch Directors as necessary
• Perform other related duties as required