Administrative Advisor, Communications & Connections

at  Explore Edmonton Corporation

We are currently seeking an Administrative Advisor, Communications & Connections to join our Shared Services team. Reporting to the Manager, Business Administration of Shared Services, this role will provide comprehensive administrative support to the Executive Directors of Communications & Connections and Government Relations, as well as their respective teams. The ideal candidate will be a skilled multitasker with excellent communication abilities and a strong attention to detail, capable of managing complex schedules, facilitating efficient operations, and ensuring seamless coordination between teams.
The Shared Services Group, a team of service-minded individuals who are passionate about ensuring smart, customer-focused business processes are developed and followed. This team serves multiple internal customers and is made up of key business enablers and trusted business partners who provide superior customer service through collaboration, innovation, partnerships, and leadership to ensure the best possible user experience. In alignment with the needs of Explore Edmonton, services include providing governance advice and support, offering scalable business solutions, creating value for employees by building and facilitating connections across the organization.

The successful candidate will be responsible for:

• Overseeing and maintaining the calendars for the Executive Director of Communications & Connections and the Executive Director of Government Relations, ensuring efficient scheduling and organization of meetings and appointments
• Coordinating the ordering and assembly of promotional items in alignment with Communications and Government Relations initiatives, ensuring timely delivery and accurate packaging
• Tracking and distributing Oiler’s tickets, including managing staff draws and ensuring tickets are sent out appropriately
• Providing administrative support for Communications and Government Relations events, assisting with logistics, coordination, and execution as needed
• Managing the creation and distribution of thank you cards on behalf of the CEO Office, ensuring timely and appropriate acknowledgements
• Serving as a back-up for reception duties, including managing parking arrangements and assisting with general office reception tasks
• Attending and supporting major corporate events, providing administrative assistance and ensuring smooth execution
• Speech and Panel Requests:
• Coordinating with the CEO Office to determine the scope and timing of speeches or panel requests
• Scheduling review meetings on the CEO’s calendar to finalize speech content
• Collaborating with the Communications team to prepare and send out presentation materials in the most effective format
• Assisting the Director of Board Governance & Strategic Projects with scheduling and confirming attendance for Board and Shareholder meetings, including conducting call-around efforts to ensure all members are informed and confirmed
• Overseeing and managing all logistical aspects of Board meetings, including arranging meeting rooms, coordinating catering services, addressing dietary restrictions, and organizing parking accommodations
• Handling the ordering, shopping, and packaging of Board-related promotional items, ensuring that all swag is prepared and distributed according to Board preferences and requirements
• Attending budget meetings to support financial planning and provide administrative assistance as needed
• Assisting in managing the budget for corporate hosting by inputting data into the budget and forecast files and ensuring accuracy in financial documentation
• Handling invoices related to the Communications and Government Relations offices, ensuring timely and accurate processing
• Processing expense reports through Concur for the Executive Directors of Communications and Government Relations, as well as the Business Advisor, ensuring adherence to budgeting guidelines and proper documentation

The successful candidate will have:

• Post-secondary diploma or certificate in Office Administration. Equivalent experience considered
• 3-5 years relevant experience in a professional environment
• Proficient in Microsoft Office 365, including Teams, Outlook, Excel and One Note
• Strong organizational skills with focus on detail orientation
• Excellent interpersonal and communication skills, professional demeanor
• Strong writing, editing, grammatical, organizational and research skills
• Strong time management, analytical and problem-solving skills
• Professional manner, good presence and a sense of discretion, diplomacy and tact when handling sensitive situations / information
• Able to work well both independently and within a collaborative team environment
• The ability to adapt well to change when new ideas are introduced

We are Edmonton’s Destination Management and Marketing Organization (DMMO). We also manage two of Edmonton’s award-winning venues, the Edmonton Convention Centre and the Edmonton EXPO Centre. We help tell Edmonton’s story, elevate the Edmonton experience, and drive inbound visitation and economic impact on the visitor economy.
Working together in a one-team approach aligned with our core values, Explore Edmonton’s business units’ market and sell Edmonton as a year-round destination to visit, work, and play in while developing products and experiences with a uniquely Edmonton flavour. By incorporating the management of the city’s two award-winning venues into Explore Edmonton, we are uniquely positioned to attract major events, meetings, and conventions to our city, generating greater economic impact. While Explore Edmonton’s mandate is focused on generating inbound visitation, what we do and how we do it also enhances and amplifies the quality of life for Edmontonians. The people who live here are our greatest ambassadors, so making it easier for them to love our city makes it easier for us to sell it.
Explore Edmonton encourages, supports, and celebrates a diverse and inclusive work environment. We strive to create a workplace that reflects the city we promote and where our employees feel safe and supported daily.
If this role piques your interest, please submit your cover letter to let us know how you feel you could make an impact along with your resume. Please submit your interest no later than October 11, 2024

• Overseeing and maintaining the calendars for the Executive Director of Communications & Connections and the Executive Director of Government Relations, ensuring efficient scheduling and organization of meetings and appointments
• Coordinating the ordering and assembly of promotional items in alignment with Communications and Government Relations initiatives, ensuring timely delivery and accurate packaging
• Tracking and distributing Oiler’s tickets, including managing staff draws and ensuring tickets are sent out appropriately
• Providing administrative support for Communications and Government Relations events, assisting with logistics, coordination, and execution as needed
• Managing the creation and distribution of thank you cards on behalf of the CEO Office, ensuring timely and appropriate acknowledgements
• Serving as a back-up for reception duties, including managing parking arrangements and assisting with general office reception tasks
• Attending and supporting major corporate events, providing administrative assistance and ensuring smooth execution
• Speech and Panel Requests:
• Coordinating with the CEO Office to determine the scope and timing of speeches or panel requests
• Scheduling review meetings on the CEO’s calendar to finalize speech content
• Collaborating with the Communications team to prepare and send out presentation materials in the most effective format
• Assisting the Director of Board Governance & Strategic Projects with scheduling and confirming attendance for Board and Shareholder meetings, including conducting call-around efforts to ensure all members are informed and confirmed
• Overseeing and managing all logistical aspects of Board meetings, including arranging meeting rooms, coordinating catering services, addressing dietary restrictions, and organizing parking accommodations
• Handling the ordering, shopping, and packaging of Board-related promotional items, ensuring that all swag is prepared and distributed according to Board preferences and requirements
• Attending budget meetings to support financial planning and provide administrative assistance as needed
• Assisting in managing the budget for corporate hosting by inputting data into the budget and forecast files and ensuring accuracy in financial documentation
• Handling invoices related to the Communications and Government Relations offices, ensuring timely and accurate processing
• Processing expense reports through Concur for the Executive Directors of Communications and Government Relations, as well as the Business Advisor, ensuring adherence to budgeting guidelines and proper documentatio