Council Meeting Coordinator Job Listing at City of Edmonton in Edmonton, AB (Job ID 55804)

Description

Are you a detail-oriented administrative professional looking to support local government and democratic decision-making? The Office of the City Clerk is the primary contact regarding City Council business and municipal governance. It manages Council and Committee meetings, quasi-judicial boards, independent municipal elections and census and appointments to civic agencies. It also manages corporate information governance, including information management and oversight of information access and privacy services for the City.

Reporting to the Supervisor, Council Meeting Coordination, the Council Meeting Coordinator is a key and contributing member of the Governance and Legislative Services section within the Office of the City Clerk. This position is instrumental in ensuring the smooth functioning, legislative compliance and sound governance of the corporation, City Council and Council Committees. This position exercises a high degree of judgement and discretion by working with confidential, urgent, and sensitive items related to governance and decision-making processes in the corporation.

What will you do?

• Attend and coordinate all aspects of Council and Committee meetings, including preparing agendas, minutes and other meeting documentation within tight timelines
• Prepare and ensure accurate minutes which reflect motions, votes and decisions of Council and Committees, while also ensuring compliance with the Municipal Government Act
• Review and edit reports and research the history of Council and Committee decisions
• Ensure that meeting facilities are properly prepared
• Participate in the usage, maintenance and enhancement of technology used in meetings and meeting preparation
• Work with highly sensitive and confidential matters effectively and produce quality, error-free work in a high-pressure environment
• Establish positive working relationships with staff in City Administration as you liaise with respect to City Council and Committee reports and meetings
• Support public participation at Council and Committee meetings
• Provide cross-coverage, support and advice on meeting management procedures to other members of the Governance and Legislative Services team, as required
• Create agendas, meeting packages, summary of agenda changes, selection sheets, and other meeting documents for City Council and Committee meetings
• Publish meeting packages, including distributing addenda, using eSCRIBE, to the City's website
• Prepare bylaws for signing
• Ensure that the necessary meeting rooms are booked and properly equipped
• Perform other related duties as required

Qualifications

• Completion of Grade 12 or equivalent
• 5 years of experience applying complex procedures and completing tasks in an office environment
• Demonstrated experience creating minutes and agendas
• Demonstrated experience using information technology systems and tools
• Experience managing confidential information

Assets:

• An Office Administration and/or Records Management certificate
• Experience working directly within a public sector, municipal, or legislative environment
• Experience engaging directly with elected officials, or executive leadership

Skills required for success:

• Proficiency with technology platforms, including Google Workspace, eSCRIBE
• Strong collaborative mindset with the ability to work effectively as part of a supportive team
• Outstanding command of the English language with the ability to translate complex legislative discussions into clear, accurate, plain-language minutes
• Proven experience handling confidential, sensitive, and urgent information with high discretion
• Ability to understand, interpret, and apply complex procedures, bylaws, and legislative requirements
• Exceptional concentration, time management, and attention to detail in a deadline-driven setting
• Strong interpersonal skills with the ability to employ tact, discretion, and problem-solving skills when interacting with collaborators, elected officials, and the public
• Ability to interact professionally, calmly, and neutrally with high-profile individuals, and members of the community during high-pressure or public settings
• Ability to manage competing priorities, maintain focus during long public sessions, and consistently meet strict deadlines in a fast-paced environment
• Quick learner with digital meeting tools, hardware setup, electronic workflow management, and troubleshooting capabilities
• Strong collaborative spirit with the self-motivation to work independently when managing specific meeting tasks
• Alignment to our Cultural Commitments and Leadership Competencies (https://bit.ly/4brRrXm)
• Embracing a culture of equity, diversity, reconciliation, and inclusion
• Alignment with the goals of the City Plan

Conditions of Employment:

• Ability to work flexible hours, including extended days or shift work dependent on the length and schedule of Council and Committee meetings
• This position operates primarily in a standard office and public council chamber environment with sedentary to light physical effort
• Shifting priorities, strict timelines, and public-facing duties require high mental concentration and adaptability
• Hire is dependent on a Criminal Records Check (CRC) that is satisfactory to the City of Edmonton, and there may be a cost associated with this requirement
• Applicants may be tested

Work Environment:

• This position may be eligible for a hybrid work arrangement with the flexibility to work from both home and the worksite as per the Letter of Understanding between the City of Edmonton and Civic Service Union 52.
• The weekly hours of work for this position are currently under review and may change at a future time. Any changes will be made in accordance with the City of Edmonton/Civic Service Union 52 collective agreement, and the incumbent will be notified in advance.

The City of Edmonton values applicants with a diverse range of skills, experiences and competencies, and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation, please contact employment@edmonton.ca. Learn more about our benefits https://bit.ly/COEbenefits

Up to 1 permanent full-time position

Hours of Work: 33.75 hours per week

Salary Range: $38.232 - $48.063 (Hourly); $67,355.230 - $84,674.990 (Annually)

Recruitment Consultant: LG/SB

Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.

Classification Title: Secretary - Council Committees
Posting Date: Aug 05, 2026
Closing Date: Aug 19, 2026 11:59:00 PM (MDT)
Number of Openings (up to): 1 - Permanent Full-time
Union: Out of Scope
Department: Office of the City Manager
Work Location(s): City Hall, 3rd Floor, 1 Sir Winston Churchill Square Edmonton T5J 2R7

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