Executive Admin Supervisor - Branch Operations

City of Edmonton; Edmonton; Hybrid; CAD 80,287,000 - 100,566,000; Full time

Job summary

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

Responsibilities

• 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

Skills

Supervisory leadership

Google Workspace

Written and verbal communication

Time management

Education

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

Tools

POSSE

SAP

PeopleSoft

ARIBA

Google Sites

Job description

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.