Confidential Secretary Mayor's Office

Prince Albert - Canada

Monthly Salary: Not Disclosed

Posted on: 19 hours ago

Vacancies: 1 Vacancy

Job Summary

Position Overview:

The City of Prince Albert invites applications for the permanent part time position of Confidential Secretary in the Mayors Confidential Secretary plays a critical administrative and coordination role in the Mayors Office while also providing support to the City Managers Office as required. This position demands exceptional discretion sound judgment and a high level of professionalism. As a key point of contact for elected officials City administration external partners and the public the Confidential Secretary ensures the smooth flow of information and supports effective decision-making.

The successful candidate will demonstrate a strong commitment to confidentiality outstanding customer service excellent time management and organizational abilities and superior written and verbal communication skills.

The hours for this position are Mon-Frifrom 8am-2pm with a start date of Jan 2026.

Qualifications:

Diploma or Certificate in Office Administration or a related field from a recognized post-secondary institution.
Minimum of three (3) years of executive-level administrative experience preferably within a political governmental or senior executive environment.
High level of proficiency in MS Office Suite (Outlook Word Excel PowerPoint) Adobe Acrobat and other office software.
Knowledge of municipal government operations structure and functions is considered an asset.

Major Duties & Responsibilities:

Provide comprehensive administrative support to the Mayor City Council and the Executive Assistant and support the City Managers Office as required.
Coordinate and manage complex calendars for the Mayor and City Manager ensuring efficient scheduling and prioritization.
Respond professionally to inquiries from City Council internal departments external stakeholders and the public determining appropriate action resolution or follow-up.
Plan organize and support meetings and events including media coordination facility bookings room setup catering agendas and logistics.
Manage and prioritize incoming correspondence identifying emerging issues and ensuring timely and accurate responses.
Draft edit and distribute professional business correspondence with clarity accuracy and appropriate tone.
Maintain accurate and compliant physical and electronic records in accordance with corporate standards and legislative requirements.
Summarize meeting discussions identifying key points decisions and action items.
Coordinate registrations travel arrangements and accommodations for conferences conventions and external meetings.
Process invoices credit card reconciliations and expense claims accurately and in compliance with policy.
Assist with daily mail distribution coordinate office supply procurement and schedule office equipment maintenance as required.
Perform other related duties as assigned.

Key Knowledge Technical Skills and Abilities
Exceptional verbal communication skills including the ability to remain calm respectful and professional when interacting with individuals presenting complex or challenging concerns.
Strong written communication skills with demonstrated experience drafting clear and accurate business correspondence.
Proven ability to manage changing priorities in a time-sensitive environment.
Strong ability to condense complex or lengthy meeting discussions into concise actionable summaries.
Demonstrated ability to exercise discretion diplomacy independent judgment and strict confidentiality at all times.

Position Overview:The City of Prince Albert invites applications for the permanent part time position of Confidential Secretary in the Mayors Confidential Secretary plays a critical administrative and coordination role in the Mayors Office while also providing support to the City Managers Office as...

Position Overview:

Qualifications:

Major Duties & Responsibilities: