As the first point of contact, you will interact with a diverse range of stakeholders, including senior administration, elected officials, external agencies, internal staff, and the public. Excellent communication and interpersonal skills will be essential in fostering strong working relationships and facilitating seamless collaboration.
In this dynamic role, you will take on a variety of responsibilities that require adaptive knowledge and the practical application of City policies and procedures. You will handle complex scheduling, coordinate meetings and events, prepare reports, and assist with budget management. The ability to anticipate the needs of the D&I team and proactively address issues will be crucial in maintaining an efficient and productive work environment.
Your contributions will be integral to the success and efficiency of the Executive Services team, as you support various projects and initiatives aimed at enhancing our community.
Your Key Responsibilities:
- Oversees all aspects of the Managing Director's office, including internal and external communication, scheduling and ensuring the office runs efficiently in a fast-paced environment.
- Manage, attend, and facilitate City Council Standing Committee meetings, as well as other key meetings, retreats, and off-site sessions. Prepare agendas, minutes, presentation materials, and handle meeting logistics and follow-up actions.
- Compile, edit, and process detailed briefing materials, reports, letters, and other documentation for the Managing Director, elected officials, and other parties as needed.
- Ensure timely follow-up on internal and external matters within the division, including responding to public inquiries. Oversee and monitor the Managing Director's annual operating budget, providing insight on budget trends and ensuring alignment with financial goals.
- Process and manage financial documents, transactions and addressing any discrepancies. This includes handling weekly attendance reports, monthly purchasing card reconciliations, monthly budget reconciliations, travel arrangements, and expense claims.
- Acts as a trusted advisor on administrative policies and procedures within the City of Medicine Hat, developing division-specific guidelines, forms, reports, and training for divisional support staff to ensure compliance.
- Actively participate in the Executive Services Team, sharing information and assisting with team coverage as needed.
- Maintain an up-to-date electronic filing system for easy document retrieval, adhering to the City's Records Management Policy.
What You Bring:
- Strong interpersonal skills for effective collaboration across various teams and departments.
- Leadership qualities to mentor and guide administrative support staff within the division.
- Exceptional written and verbal communication skills with meticulous attention to detail.
- Proven organizational abilities with the capacity to handle multiple tasks within tight deadlines.
- Confidence in making independent decisions and problem-solving with minimal supervision.
- Proficiency in Microsoft Office Suite and other productivity software, as well as knowledge of ERP systems.
- Commitment to health, safety, and environmental standards.
- Understanding of municipal government and the City's organizational structure, goals, values, and policies is considered an asset.
Qualifications:
- Completion of a two (2) year diploma in Business Administration or Administrative Office Management from a recognized post-secondary institution.
- At least five (5) years of experience in a senior administrative role, demonstrating expertise in coordinating complex administrative processes, providing top-notch customer service, and utilizing standard office technology.
- A minimum of two (2) years' experience supervising or leading other administrative support staff.
- An equivalent combination of management approved training and education may be considered.
