Administrative Assistant I (ID: 56182)

City of Edmonton; Edmonton; Hybride; CAD 80 287 000 - 100 566 000; Plein temps

Résumé du poste

The City of Edmonton seeks an Administrative Assistant to provide executive support and lead the Building Great Neighbourhoods administrative team. You will supervise three Administrative Clerks, coach staff, and manage day-to-day office operations in a fast-paced, politically sensitive environment.

Reporting to the Branch Manager, you will coordinate calendars, document quality, and support council and committee meetings with professionalism. Hybrid work arrangements may be available.

Qualifications

• Completion of Grade 12 supplemented by coursework in business communication and office systems, OR a completed Diploma or Certificate in Business Administration, Office Administration, or a related discipline from an accredited post-secondary institution
• Minimum of four (4) years of progressively responsible, diversified administrative experience in a fast-paced, politically sensitive environment supporting senior management
• Minimum of two (2) years of direct supervisory experience involving staff performance coaching, work scheduling, task delegation, performance evaluations, and team workflow oversight

Responsabilités

• Provide direct supervision, daily guidance, task delegation, and workload balance for three Administrative Clerks across branch sections
• Conduct regular performance check-ins, formal annual evaluations, onboarding, and ongoing professional development coaching
• Manage staff work schedules, review and approve bi-weekly time entries in PeopleSoft, authorize leave requests, and schedule overtime
• Proactively manage meeting schedules, calendar commitments, and daily workflows for the Strategic Coordinator and Branch Manager
• Synthesize complex information, draft memos, prepare agendas, and track action items for Council, Committee, and executive leadership meetings
• Monitor incoming branch directives, track high-priority issue resolutions, and route inquiries through POSSE and corporate tools
• Lead the development, implementation, and continuous improvement of branch-wide administrative operating procedures and tracking tools
• Oversee document quality control, corporate records retention compliance, digital communication tools, and Branch Google Sites and groups
• Plan and coordinate logistics, facility requirements, and minute-taking for leadership meetings, retreats, and employee sessions
• Direct facility operations, administrative IT asset tracking, procurement, telecommunications accounts, and administrative financial transactions
• Serve as tenant representative at the work location and participate on the Joint Health and Safety Committee (OH&S) to coordinate floor safety inspections and direct compliance
• Perform other related duties as assigned

Connaissances

Supervisory leadership

Google Workspace

Written and verbal communication

Time management

Formation

Grade 12 + business coursework OR Diploma/Certificate in Business Administration

Outils

POSSE

SAP

PeopleSoft

ARIBA

Google Sites

Description du poste

Are you an organized administrative leader looking to make an impact in our community? Building Great Neighbourhoods is seeking an Administrative Assistant to provide executive support and lead our administrative team. In this role, you will ensure operational excellence, uphold standards, and facilitate seamless communication across all branch sections. If you excel in a fast-paced environment and take pride in supporting team success, we invite you to bring your expertise to the City of Edmonton.

As the Administrative Assistant, you will manage day-to-day office operations, track priority initiatives, and oversee workflows for the Building Great Neighbourhoods Branch. Reporting to the Branch Manager and working closely with the Strategic Coordinator, you will supervise three Administrative Clerks—providing coaching, delegation of duties, and development. Operating with independence, initiative, and discretion, you will navigate sensitive and confidential matters with sound judgment to strengthen operational efficiency and support key working relationships.

What will you do?

• Provide direct supervision, daily guidance, task delegation, and workload balance for three Administrative Clerks across branch sections
• Conduct regular performance check-ins, formal annual evaluations, onboarding, and ongoing professional development coaching
• Manage staff work schedules, review and approve bi-weekly time entries in PeopleSoft, authorize leave requests, and schedule overtime
• Proactively manage meeting schedules, calendar commitments, and daily workflows for the Strategic Coordinator and Branch Manager
• Synthesize complex information, draft memos, prepare agendas, and track action items for Council, Committee, and executive leadership meetings
• Monitor incoming branch directives, track high-priority issue resolutions, and route inquiries through POSSE and corporate tools
• Lead the development, implementation, and continuous improvement of branch-wide administrative operating procedures and tracking tools
• Oversee document quality control, corporate records retention compliance, digital communication tools, and Branch Google Sites and groups
• Plan and coordinate logistics, facility requirements, and minute-taking for leadership meetings, retreats, and employee sessions
• Direct facility operations, administrative IT asset tracking, procurement, telecommunications accounts, and administrative financial transactions
• Serve as tenant representative at the work location and participate on the Joint Health and Safety Committee (OH&S) to coordinate floor safety inspections and direct compliance
• Perform other related duties as assigned

Qualifications:

• Completion of Grade 12 supplemented by coursework in business communication and office systems, OR a completed Diploma or Certificate in Business Administration, Office Administration, or a related discipline from an accredited post-secondary institution
• Minimum of four (4) years of progressively responsible, diversified administrative experience in a fast-paced, politically sensitive environment supporting senior management
• Minimum of two (2) years of direct supervisory experience involving staff performance coaching, work scheduling, task delegation, performance evaluations, and team workflow oversight

Assets:

• Completion of a recognized Management Development or Supervisory Development Certificate program

Skills required for success:

• Demonstrated supervisory and leadership competencies, including team building, conflict resolution, performance coaching, and staff development
• Advanced proficiency in Google Workspace applications (Docs, Sheets, Slides, Sites, Drive, Gmail, Calendar)
• Operational knowledge and proficiency using corporate systems such as POSSE, SAP, PeopleSoft, and ARIBA
• High level of political acumen, sound judgment, and discretion when handling confidential or sensitive executive matters
• Working knowledge of ATIA legislation, Joint Health & Safety (OH&S) requirements, and collective agreement administration (CSU 52)
• Exceptional written and verbal communication skills, including report editing, administrative template formatting, and document quality control
• Strong organizational and time management skills to balance executive support with direct staff supervision in a high-volume environment
• Alignment to our Cultural Commitments and Leadership Competencies ( https://bit.ly/4brRrXm )
• Embracing a culture of equity, diversity, reconciliation, and inclusion.
• Alignment with the goals of the City Plan

Conditions of Employment:

• Candidates are required to hold a valid Alberta Class 5 driver’s license (or provincial equivalent) or higher. Candidates will be required to arrange their own transportation and, where appropriate, will be reimbursed in accordance with City of Edmonton policy. This may require the candidate to obtain business-use auto insurance
• Applicants may be tested
• This position may be eligible for a hybrid work arrangement with the flexibility to work from both home and the worksite as per the Letter of Understanding between the City of Edmonton and Civic Service Union 52
• The weekly hours of work for this position are currently under review and may change at a future time. Any changes will be made in accordance with the City of Edmonton/Civic Service Union 52 collective agreement, and the incumbent will be notified in advance
• Work is performed in a standard office environment with occasional walking, standing, and light lifting

The City of Edmonton values applicants with a diverse range of skills, experiences and competencies, and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation, please contact [e-mail]. Learn more about our benefits https://bit.ly/COEbenefits.

Up to 1 permanent full-time position

Hours of Work: 33.75 hours per week

Salary Range: $33.081 - $41.437 (Hourly); $58,280.450 - $73,001.630 (Annually)

Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.

Posting Date: Oct 5, 2026

Closing Date: Oct 19, 2026 11:59:00 PM (MDT)

Number of Openings (up to): 1 - Permanent Full-time

Union: CSU 52

Department: Building Great Neighbourhoods