The hours for this position will be a maximum of 55 hours every two weeks. The schedule could fluctuate depending on the needs of the office.
Duties & Responsibilities:
• Responsible for providing superior administrative support to the Mayor, City Council and Executive Assistant with additional support to the City Manager’s Office and Executive Leadership Team.
• Responsible for calendar management and meeting coordination within the Mayor and/or City Manager’s work schedules.
• Support planning and execution of meetings and events on behalf of the Mayor, City Council and/or City Manager including scheduling, booking of facilities/boardrooms, set up, catering arrangements and all related planning.
• Manage office correspondence with an understanding of prioritizing action of emerging issues and time-sensitive material.
• Prepare awards of merit, proclamations, mayor messages and advertisements.
• Maintain records management systems for the storage, retrieval and disposal of physical and electronic records.
• Complete corporate record searches in response to Access to Information requests under The Local Authority Freedom of Information and Protection of Privacy Act (LAFOIP).
• Respond to a wide range of issues including inquiries received from City Council, stakeholders and the public, determining appropriate action with follow-up as required.
• Compose, edit and distribute professional business correspondence through effective written communication.
• Accurately transcribe meetings to summarize discussions and identify actionable outcomes.
• Maintain an accurate Bring Forward system for tracking and monitoring deadlines, tasks, events and future commitments.
• Coordinate registration, travel and accommodation arrangements for conferences, conventions, forums and other external meetings as required.
• Process invoices, credit card statements and expense claim forms.
• Coordinate the maintenance of office equipment, delivery and sorting of daily mail and ordering of office supplies.
• Perform other related duties as assigned.
- Diploma or Certificate related to office education from a recognized post-secondary institute.
- Minimum three (3) years of related experience supporting senior leaders, preferably in a political or executive setting.
- Exceptional written and verbal communication skills, including experience drafting correspondence.
- Extensive experience performing a wide range of administrative skills, including calendar management, meeting preparation, report review, minute taking, and travel coordination.
- High level of proficiency in office software including MS Word, Outlook, Excel, PowerPoint and Adobe Acrobat.
- Must possess the ability to work effectively with elected officials, representatives of other levels of government, stakeholders, management, peers, staff and the general public.
- Knowledge of City functions and structure would be an asset.
The City offers a comprehensive group benefit package and a defined pension plan.
Human Resources
City Hall
1084 Central Avenue
Prince Albert, SK
S6V 7P3
citypa.ca
