Administrative Assistant, Business Development

Alberta Municipalities | Strength in Members; Edmonton; On-site; CAD 45,000 - 55,000; Full time

Job summary

A municipal support organization in Edmonton is seeking an Administrative Assistant to support the Business Development team. The role involves managing correspondence, preparing reports, coordinating meetings, and maintaining internal procedures. Ideal candidates should possess strong administrative skills and 3 years of experience, with proficiency in Microsoft Office applications. The successful applicant will have excellent customer service skills and the ability to organize and prioritize tasks in a fast-paced environment.

Qualifications

• 3 years administrative experience.
• Experience dealing with sales processes and stakeholders is an asset.
• Sound business ethics, protecting proprietary and confidential information.

Responsibilities

• Provides administration for the department.
• Coordinates travel and accommodation.
• Tracks and monitors spend vs budget for the department.
• Prepares sales call packages with marketing materials.
• Responsible for routing contracts internally for the team.

Skills

Strong administration skills

Excellent internal/external customer service

Detail-oriented

Independent judgment

Proficiency in Microsoft Office

Education

Certificate/diploma in office administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Teams

Microsoft PowerPoint

Microsoft Outlook

Job description

ADMINISTRATIVE ASSISTANT, BUSINESS DEVELOPMENT

Reporting to the Program Lead, Customer Experience, the Administrative Assistant plays a key support to the Business Development team. Day to day responsibilities include managing correspondence, preparing letters and reports, planning and coordinating customer meetings, preparing presentation materials as well as liaising with staff, service partners, and customers to answer or direct enquiries. The Administrative Assistant will also research and support coordination of content for RFPs on behalf of Business Development. Minute taking and preparing meeting agendas at branch and department meetings is also required.

Know-How

Practical/ Technical Knowledge

• Certificate/diploma in office administration, business administration or related field or relevant administrative experience.
• 3 years administrative experience.
• Strong administration skills – experience dealing with sales processes amd stakeholders is an asset.
• Above average proficiency in Microsoft Office applications, including Word, Excel, Teams, PowerPoint, and Outlook.
• Sound business ethics, including the protection of proprietary and confidential information.

Planning, Organizing and Integrating

• Detail-oriented, organized and able to prioritize workload.
• Ability to exercise independent judgment, set priorities and make decisions in a fast paced and complex working environment.

Communicating and Influencing Skills

• Excellent internal/external customer service with strong oral and written communication skills.

Responsibilities

• Provides administration for the department:
• Creates and maintains Business Development team’s internal procedures;
• Coordinates correspondence and mail-outs;
• Coordinates travel and accommodation;
• Provides meeting support including, agendas and minutes for Business Development team and other meetings as required;
• Liaises with other business units regarding coordination of sales calls.
• Tracks and monitors spend vs budget for the department
• Collaborates with the Marketing & Communications department with respect to the business lines positioning during the annual Alberta Municipalities Convention
• CRM contact and information updates
• Prepares sales call packages with marketing materials.
• Register and make all arrangements necessary for any tradeshows, convention, golf tournaments that the sales team attends.
• Filing and retrieving past records, documents, and reports.
• Maintains calendar of key corporate events, shows and travel.
• Ensure that all letters are developed and distributed according to an appropriate timeline (ie. New CAO welcome letters).
• Assists Business Development team with coordination and preparation of professional quality proposals, analysis, and reviews.
• Provides administrative support for Business Development related projects as needed.
• Responsible for ensuring booth maintenance, ensuring displays always look professional and well organized, and promotional items are replenished and in good condition.
• Printing or ordering all marketing materials needed for events, shows or meetings.
• Responsible for routing contracts internally for the Business Development team.
• Back-up to the Program Lead, Customer Experience and the Office Administrator when required.