Job Description
The Administrative Assistant I provides professional and senior-level administrative support to Managers in a fast-paced environment. Working with a high degree of independence and initiative, this role proactively anticipates and responds to the needs of the department’s leadership team. The position supports two Managers (Central Services, Facility Planning, and Facility Projects, Design and Delivery branches within Fleet and Facility Management).
Key Responsibilities:
Executive & Manager Support
- Provide professional, senior-level administrative support to Managers, proactively anticipating and responding to leadership needs
- Serve as the first point of contact for the Manager’s office, exercising discretion and judgment in managing information flow, tracking deadlines, evaluating and prioritizing urgent issues, and developing preliminary action plans independently
- Assist the Branch Manager with report writing and the development of Executive Team and Council reports in eScribe, as well as branch performance reports
- Support the Branch Manager in planning and coordinating mandatory OHS and performance-based training
Meetings & Scheduling
- Manage calendars, including coordination, arrangement, and proactive scheduling of meetings
- Schedule, organize, and assist with internal and external meetings, workshops, and events (branch, inter-branch, departmental, and inter-departmental)
Documentation & Reporting
- Research and gather information to support report and presentation creation; assist in developing branch presentation materials
- Coordinate and prepare Council inquiry responses, issue briefs, bylaws, policies, and procedures in accordance with County standards
- Prepare and maintain professional documentation, including presentations, proposals, correspondence, contracts, reports, agendas, meeting notes, minutes and action plans, and contact lists
- Support the branch with analytical reports from Asset Planner
Finance & Procurement
- Provide branch support with financial and asset management reports, budget planning, consolidation, documentation, and year-end reporting
- Create purchase requisitions in Oracle and coordinate Delegations of Authority for branch members as needed
- Ensure branch financial practices align with County timelines and processes, especially during year-end completion
Records & Compliance
- Manage branch records electronically in SharePoint, ensuring compliance with corporate records management standards and providing guidance and training to team members
OHS & Training
- Coordinate project-specific OHS documentation, ensuring proper communication and filing; support requests from the OHS team as required
Branch Collaboration & Backup
- Support other branches as needed in the absence of the Branch Administrative Assistant
- Act as a backup for the Director’s Administrative Assistant
- Support the grant application process as required
Qualifications and Skills:
- High School Diploma plus 5 years of related administrative experience
- Certificate or Diploma in Administration (or a related field) is preferred
- Excellent communication skills and ability to maintain a professional and positive image when working with internal and external clients (coworkers, the public, Elected Officials, and senior administration)
- Strong organization and time management skills with the ability to work under pressure and at times, with a high volume of various tasks
- Excellent customer service skills and ability to recognize and deal with matters of a confidential nature in a discrete and professional manner
- Ability to work independently, negotiate priorities on short notice and promptly adapt to an everchanging work environment
- Extensive knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, & Outlook), as well as programs such as O365, SharePoint, Teams, OneDrive, Visio and e-Scribe
- Thorough knowledge of Strathcona County protocol and a strong understanding of corporate and division policies, procedures and organizational structure
- Basic knowledge of related terminology and practices related to the management of fleet and facility operations
Who We Are:
Strathcona County is a specialized municipality located in the heart of Alberta. Our vision is to become Canada’s most livable community, where our workplace culture and identity are supported by our people plan and values of integrity, respect, safety, fairness, and cooperation.
Why Join Strathcona County: (depending on position)
- Competitive salary and comprehensive benefits package, which includes:
- Extended health and dental coverage
- Health and wellness spending account
- Life and disability insurance
- Retirement and pension programs
- Earned day off program
- Employee and family assistance program
- Commitment to employee development, through internal and external training and development opportunities
- Well-being programs and a safety culture focused on physical and psychological health in the workplace
Equivalencies of education and experience may be considered. This role may be eligible to participate in our hybrid work program.
This competition may be used to fill future vacancies for similar positions within the next 6 months.
Strathcona County is committed to an inclusive, respectful, and equitable workplace that represents the community we serve. We welcome applicants from all backgrounds who can contribute diverse perspectives and experiences.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
