Administrative and Meeting Management Assistant

at  City of Edmonton

Job Number: 50906
Thrive in a fast-paced, high-impact environment? If you’re an exceptional organizer with strong communication and problem-solving skills, the Office of the City Clerk needs your expertise to keep our operations running smoothly. This is your chance to make a real difference in a dynamic role that offers a unique blend of administrative support, meeting coordination, and public interaction.
As an Administrative and Meeting Management Assistant, you will play a pivotal role in ensuring the smooth operations of the Office of the City Clerk. Your expertise in managing a diverse range of administrative tasks, coupled with your exceptional organizational and communication skills, will be instrumental in supporting Council and Committee meetings, and the overall clerical needs of the office. This position offers the opportunity to make a significant contribution to the efficient functioning of a high-paced and dynamic environment, where your ability to juggle multiple priorities, meet deadlines, and provide accurate and timely support will be highly valued. Additionally, your tact and confidence in handling public inquiries on a variety of topics will be essential in maintaining positive relationships with the community.

Qualifications:

• Completion of Grade 12, including business subjects related to word and information processing or completion of a relevant certificate or diploma program from an approved business school/college, supplemented by training in basic microcomputer applications
• A minimum of three years of progressively responsible experience in an administrative capacity, including reception services, arranging staff travel and training, and generally supporting administrative and clerical needs in a fast-paced, demanding environmen

• Work collaboratively with a team of administrative professionals to support the Office of the City Clerk
• Manage a large volume of requests to speak from the public at Council and Committee meetings as well as Public Hearings, coordinating the process from end-to-end including speaker registration, sign in at the Office of the City Clerk Delegation Table, and providing technical assistance during the meeting to speakers as required
• Promptly respond to or direct inquiries from the public sent to the business shared account as the public facing representative of the Office of the City Clerk
• Review Council correspondence items that are sent to the City Clerk’s office and distribute in alignment with standard procedures
• Work closely with the Meeting Management Team within Governance and Legislative Services to provide meeting support for Council and Committee meetings by booking ancillary meeting services such as security, audio/visual, and captioning services and by preparing correspondence and responding to inquiries about meetings and agenda items
• Prepare and distribute Council and Committee meeting notices and update public and internal meeting calendars, ensuring accuracy
• Process payments for Freedom of Information and Protection of Privacy requests and for Bylaw copies, complying with the City’s money-handling and credit card policies
• Support financial management tasks by creating purchase orders, cheque requisitions, and deposits
• Support records management ensuring that document management, retention, disposition and distribution adhere to requirements
• Other administrative, clerical and support duties as required
  For more information, visit the Office of the City Clerk Page.

Qualifications:

• Completion of Grade 12, including business subjects related to word and information processing or completion of a relevant certificate or diploma program from an approved business school/college, supplemented by training in basic microcomputer applications
• A minimum of three years of progressively responsible experience in an administrative capacity, including reception services, arranging staff travel and training, and generally supporting administrative and clerical needs in a fast-paced, demanding environment