ADMINISTRATIVE ASSISTANT - STRATEGIC GROWTH SERVICES

City of Airdrie; Airdrie; On-site; CAD 35,000 - 45,000; Part time

Job summary

A municipal government agency in Airdrie seeks an Administrative Assistant to support the Strategic Growth division. The role involves providing exceptional customer service, managing schedules, and assisting with various administrative tasks. Ideal candidates have a background in Business Administration and experience in administrative support. The position offers competitive compensation, comprehensive benefits, and opportunities for career development.

Benefits

Health and dental benefits

Competitive compensation program

Career development opportunities

Qualifications

• 3 years' experience as an administrative assistant.
• Strong computer skills and knowledge of Microsoft Office.
• APC Certification or CCAP would be an asset.

Responsibilities

• Provide exceptional customer service via various channels.
• Manage schedules and meeting bookings.
• Assist in budget and file management.

Skills

Customer service

Microsoft Office proficiency

Attention to detail

Verbal communication

Written communication

Problem-solving

Education

Certificate or diploma in Business Administration

Tools

CityView software

SharePoint

Job description

Overview

The Opportunity : The Administrative Assistant position provides support to a range of areas related to the day-to-day administration, and customer service for the Strategic Growth division. The Administrative Assistant works closely with the Manager of Strategic Growth Services along with Team Leaders on a variety of tasks including meeting scheduling, agendas and minutes, expense reports, invoices, and other projects as needed in relation to the department’s core services.

Responsibilities

• Provide exceptional customer service via telephone, email and face-to-face. Responsible for responding to customer inquiries / complaints and undertaking proactive outreach to customers and stakeholders
• Provide administrative support to manage schedules and meeting bookings
• Monitor and track Council and Committee meeting agendas and minutes to advise leaders of impact to Strategic Growth Services
• Lead the Division’s administrative work including assisting with budget, file management (SharePoint), making travel arrangements, managing contacts
• Track and file invoices and expenses; complete monthly credit card reconciliation and expense coding (for Manager and Team Leaders as required)
• Assist Department members with execution of projects including conducting research, managing information, coordinating meetings, compiling reports
• Maintain a Divisional Action Item List, and Compliance Item List and hold bi-weekly meetings to track
• Provide administrative support in updating approved development permits, agreements, and commercial parking data to planning software
• Provide documentation support for processes, procedures, and templates, including development completion and file closure processes
• Provide administrative support by updating user-friendly guidelines for application processes, assisting with FAQs for the Community Growth Application process. Tasks also include conducting research and analysis on planning matters, maintaining Backflow data and notifications, testing software updates.
• Provide support in preparation for presentations, open houses, and external events, including preparation of materials
• Produce Guidelines and Memos for service line processes
• Provide administrative support to the Land Use Bylaw Sustainment Forum for meetings and follow up actions

You Bring

• Completion of a certificate or diploma in Business Administration, Administrative Information Management, Office Administration, or a related field.
• 3 years’ experience as an administrative assistant
• Strong computer skills and thorough knowledge of Microsoft Office including MS Word, Excel, Outlook and SharePoint.
• APC Certification and or Canadian Certified Administration Professional (CCAP) would be an asset
• Ability to learn proficiency with CityView software
• Beginner level proficiency with AI programs to produce results.
• Strong attention to detail and a high level of accuracy
• Excellent written and verbal communication skills
• Experience managing data and information
• Experience coordinating and executing meetings and special events
• Ability to anticipate the needs of the customer as well as the team and take appropriate action
• Exceptional customer service skills and an innate desire to assist others
• Dependability and initiative-taking, with demonstrated resourcefulness and effective problem-solving skills
• Ability to quickly align with shifting priorities, work assignments and timelines
• High degree of confidentiality, professionalism, positivity and enthusiasm
• Willing to accommodate a flexible work schedule
• Ability to be a positive influence in a team-setting
• A growth mindset with desire to learn

We Offer

• Along with a competitive compensation program and City paid health and dental premiums, this position also includes :
• Excellent health, dental, paramedical, and benefits plan
• First-in-class pension plan
• Career development and tuition reimbursement
• Employee discounts, annual Genesis Place pass, social events and health & wellness initiatives

Continuous learning through training and development is encouraged as are flexible work arrangements, when possible. We recognize that our people work best when they feel engaged in their environment and appreciated for their efforts and our overall benefits package reflects that.

Additional Information

This permanent part time position (18.75 hours per week) includes a comprehensive benefits and pension package.

Please provide a cover letter as a means of introducing yourself.