Executive Assistant - Temporary

Avanti Software Inc.; City of Spruce Grove; On-site; CAD 69,000 - 82,000; Full time

Job summary

The City of Spruce Grove is seeking an Executive Assistant to provide high-level administrative support to City executives, conduct research, prepare reports, and manage information requests. This full-time, temporary role up to one year also acts as the Department Records Coordinator (DRC).

Salary ranges from CAD 69,323.80 to CAD 82,391.40 annually, with a strong emphasis on confidentiality, calendar management, and cross-department collaboration.

Qualifications

• Post-secondary two-year diploma in Office Administration, Management or equivalent.
• Enhanced knowledge of Microsoft Outlook, Word, Excel, Teams, and PowerPoint.
• Understanding of the Freedom of Information and Protection of Privacy Act.
• Working knowledge with an electronic based records management system.

Responsibilities

• Draft and prepare reports, communication documents (minutes, briefings, emails, letters).
• Coordinate and manage the General Manager’s calendar and meetings.
• Prepare and distribute meeting agendas and minutes.
• Assist with organizational staff events and city initiatives.
• Monitor monthly administration budgets and VISA reconciliation reports.

Skills

Interpersonal skills

Time management

Organizational skills

Communication skills

Outlook

Word

Excel

Teams

PowerPoint

Education

Two‑year diploma in Office Administration / Management

Knowledge of FOIP Act

IAPP knowledge

NACLAA (Asset)

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

PowerPoint

Job description

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors, and promotes future growth.
The “Values, We Live By” are accountability, communication, leadership, integrity, and respect while we work towards maintaining a work/play balance.
We are an organization that cares, an organization that is committed to our city and committed to you. The City of Spruce Grove is committed to public service, where everyone feels empowered to contribute their best work. We believe that by working together in a spirit of collaboration and respect, we can achieve great things.

THE OPPORTUNITY

The Executive Assistant is responsible to provide high-level administrative support to City executives by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, arranging conference calls, and scheduling meetings. The incumbent also acts as the Department Records Coordinator (DRC). This position reports to the General Manager of Sustainable Growth and Development Services.
This is a full-time, temporary position up to one (1) year.
Salary: 12A - $69,323.80 - $82,391.40 annually.

RESPONSIBILITIES

Office Management

• Draft and prepare reports, communication documents (i.e., minutes, briefings, emails, letters, etc.).
• Read and analyze incoming communication documents, then determine their significance and plan their distribution.
• Perform general office duties.
• Prepare and review Requests for Decisions (RFDs).
• Coordinate and manage the General Manager’s calendar.
• Schedule and organize department and leadership meetings.
• Prepare and review correspondence, bylaws, policies, and agreements.
• Liaise with management in various departments to retrieve information.
• Assist with the organizing of staff functions and external events.
• Assist with Corporate Planning Process.
• Prepare and distribute meeting agendas and minutes.
• Assist in the planning, coordination, and implementation of city initiatives and special projects.
• Monitor, on a monthly basis, the annual administration budgets.
• Process monthly VISA reconciliation reports for the General Manager and other department managers.

Department Records Coordinator (DRC)

• Ensure the security of highly sensitive and confidential departmental office documents.
• Coordinate and implement department level information management activities including monitoring data assets throughout their lifecycle.
• Promote and educate on corporate information management practices.
• Verify data assets have been classified, retained and disposed of, in accordance with the City Classification and Retention Schedule.
• Communicate department information management business requirements to the Information Management and Freedom of Information and Privacy Specialist.

Other Duties

• Understand and adhere to City policies, procedures, and standards, whether written or implied, as amended from time to time.
• Contribute to a positive safety culture by always acting in a safe manner and complying with City safety policies and procedures for staff and contractors.
• Act as a steward of the City's Corporate Culture by following the “Values, We Live By”.
• All employees shall act in a safe manner at all times and will report any unsafe conditions, procedures or acts for the benefit of the City. Continual adherence to the City Safety Policy is mandatory.
• Employees are expected to stay current on WHMIS and other safety-related procedures.
• Perform other job-related duties.

QUALIFICATIONS

• Post‑secondary two (2) year diploma in Office Administration, Management or equivalent.
• Minimum four (4) years related experience.
• Enhanced knowledge of Microsoft Outlook, Word, Excel, Teams, and PowerPoint.
• Understanding of the Freedom of Information and Protection of Privacy Act.
• Working knowledge with an electronic based records management system
• Outstanding interpersonal, time management, organizational and communication skills with a proven ability to interact in a highly professional and confidential manner.
• Ability to work effectively and professionally with all levels within the organization and externally.
• Ability to work both independently as well as within a multifaceted team environment.
• Strong customer service orientation and the ability to build positive, productive business relationships.
• Ability to interpret the City’s standards, policies, procedures and practices.

ASSET QUALIFICATIONS

• Knowledge of municipal government business activities and processes.
• Information Access and Privacy Protection (IAPP).
• National Advanced Certificate in Local Authority Administration (NACLAA).

COMPETENCIES

Thinking & Acting Strategically - Forward-thinking. Sees the big picture and imagines the future. Links long‑range visions, strategies, and concepts to daily work. Aligns personal actions and initiatives with customer needs, and with organizational priorities and direction. To think and act strategically requires an understanding of our organizational direction, as well as the internal and external factors that influence decision‑making.

Building Influential Working Relationships - Strengthening and developing working relationships and strategic alliances that are founded on ethics, trust, and guided by our corporate values of respect, leadership, accountability, communication, and integrity.

Optimizing Performance & Results - Reaches for excellence for oneself, one’s team, and the organization. Determined and focused on achieving outcomes that align with organizational goals. Creates goals and priorities that maximize resources while using an enterprising, resourceful approach to deliver outcomes and achieve customer expectations. Maintains accountability for results.

Growing Talent & Workforce Capacity - Honouring the individual differences that make each person unique. Being curious and committed to listening, reflecting, and learning. Developing individual and workforce capabilities to enhance the organization’s capacity to accomplish strategic goals, enhance program and service delivery, and provide an exceptional customer/client experience. Contributes to a learning and teaching culture.

Fostering Innovation & Steering Change – Creates an environment for transformation. Advances the City through improvement based on innovation and guides the associated change. Uses the skills, attitudes and behaviours needed to produce new or improved programs and services to meet current and future needs of our customers, our organization, and our community.

CONDITIONS OF EMPLOYMENT

• Criminal Record Check Clearance.

WORKING ENVIRONMENT

• Monday to Friday
• Hours of Work: 8:30am to 4:30pm
• Overtime may be required.
• Working in an office environment.

PHYSICAL REQUIREMENTS

• Sitting, standing, walking, climbing, stairs, kneeling, manual dexterity, visual acuity/color vision.
• Lifting to 5kg (11lbs).

WHY WORK FOR US?

Company

City of Spruce Grove

Location

Sustainable Growth and Development Services

At the City of Spruce Grove, our services center around people. We are not all the same and that is our strength.
Our organization is fostering a culture of inclusion.
Through curiosity and a commitment to listening, reflecting, and learning, we are striving to enhance our practices.
Honouring our differences means we can better serve and build a welcoming, supportive, and safe community.
The City of Spruce Grove is committed to providing reasonable access and accommodations throughout the application and selection process.
If you would like to request an accommodation at any stage of the process, please contact [e-mail] .
If you encounter any issues or have any questions, please contact the City of Spruce Grove Human Resources Department at [e-mail] .

City of Spruce Grove
315 Jespersen Avenue
Spruce Grove, Alberta