Administrative Assistant - Branch Manager's Office Job Listing at City of Edmonton in Edmonton, AB (Job ID 53556)

Description

Are you a highly organized, detail-oriented administrative professional with a knack for anticipating needs and proactively managing a fast-paced environment? Do you thrive in a role where your discretion, judgment, and time management expertise are paramount? If so, the City of Edmonton's Corporate HR Programs and Services Branch invites you to join our dynamic team as the Administrative Assistant to the Branch Manager.

This is more than just an administrative role; it's a pivotal position where you'll be part of the backbone of the Branch Manager's office, ensuring seamless operations and effective communication. You'll leverage your in-depth knowledge of branch priorities to skillfully manage complex schedules, coordinate critical timelines, and provide comprehensive administrative support that keeps everything running smoothly.

What will you do?

• Manage the Branch Manager's schedule by effectively and efficiently scheduling meetings; proactively obtaining and/or creating support materials and providing them to the Branch Manager in a timely manner.
• Proactively prepare agendas, ensure any materials are available to participants, and prepare and distribute meeting minutes.
• When necessary, create presentations for branch priorities, using storytelling as the primary concept.
• Act as the Branch liaison to the Deputy City Manager's Office in the processing of reports, correspondence and other formal and informal inquiries.
• Track and delegate incoming correspondence and ensure timelines are met; review written materials
• Provide the full spectrum of administrative support and coordinate core administrative functions to support the Branch Leadership Team, including technology asset management, records and information management, and supply ordering.
• Participate more broadly in the Employee and Legal Services Department Administrative Assistants Team to ensure coordinated, consistent services across the department.
• Liaise and exchange information with administrative staff of other senior offices (across the department, other Branch Manager and Executive Leadership Team offices, externals parties etc.).
• Coordinate and monitor Access to Information Act related matters for the Branch Manager's Office.
• Coordinate the day-to-day financial processing for the Branch and audit monthly bills to ensure they are charged to correct cost centres.
• Maintain the Branch Manager's confidential files including contracts, HR organizational data and other documents.
• Respond to inquiries by dealing with the issue or referring it for action / response as appropriate.
• Additional related duties or projects as required by the Branch Manager or Branch Strategic Coordinator, including Branch engagement planning and activities or representing the Branch on department and corporate committees/working groups.
• If you are ready to apply your exceptional administrative skills in a challenging and rewarding environment, where your contributions directly impact the success of our branch, we encourage you to apply!