Job Opportunities Administrative Associate

Position Summary

This role plays a key part in supporting high-level City leadership. You will provide highly complex confidential and politically sensitive administrative support to the Directors and Management teams within Assessment & Property Revenue Services and Land Real Estate & Economic Development.

Acting as a strategic partner to the Directors you will help drive departmental priorities by expertly managing executive correspondence scheduling and coordinating workflow to Managers. Your ability to exercise discretion anticipate needs and manage sensitive matters is critical to ensuring departmental goals are achieved effectively.

This position reports directly to the Director of Assessment & Property Revenue Services.

Key Duties & Responsibilities

• Reviewing delegating and responding to or making the decision to retain for the Director all correspondence paper or electronic on behalf of the Directors.
• Developing and maintaining an effective filing system for the Directors within the established Corporate guidelines and policies.
• Composing correspondence as requested by the Directors or Managers from written or verbal instruction or transcribing dictation.
• Managing the Directors schedule and arranging appointments required by the Directors for networking/relationship building project work meeting preparation time and/or strategic planning activities.
• Attending meetings with the Directors and recording minutes as requested and required.
• Maintaining and managing a tracking system for outstanding issues including proactive follow up requirements for the department.
• Providing direction and delegating work to Managers to ensure the goals and objectives of the Department are achieved based on instruction from the Director.
• Coordinating the preparation and/or assembly of briefing materials and other information required by the Directors including any research required and assistance with the preparation of other information as required.
• Providing excellent customer service to internal and external customers.
• Assisting with the preparation and verification of budget submissions based on the instruction of the Director.
• Coordinating two way information transfers between the Directors office and the Chief Financial Officer & Deputy City Managers office. Maintaining a positive and mutually beneficial relationship with the Administrative Assistant to the Chief Financial Officer & Deputy City Manager.
• Following all rules and regulations as set out in the Provincial Occupational Health and Safety Act and the City of Regina Occupational Health and Safety Manual.
• Performing related duties as required.

Key Qualifications

• The knowledge skills and abilities required for this position are generally obtained through the completion of a grade twelve (12) diploma and a diploma or certificate in business administration/management office administration or public administration plus five (5) years or more of progressively responsible experience in providing senior level administrative support.
• Strong knowledge of administrative practices processes and protocols.
• Exceptional organization time management prioritization and keyboarding abilities.
• Advanced MS Office and corporate email proficiency.
• Excellent written and verbal communication proofreading grammar and punctuation.
• Strong judgment decision-making problem-solving and analytical skills.
• Ability to manage confidential and politically sensitive information.
• Demonstrated initiative independence and ability to anticipate needs.
• Effective at building professional relationships with tact and diplomacy.
• Able to work under pressure using discretion and sound judgment.
• Skilled in planning coordinating and supervising office activities and staff.

Working/Other Conditions

• This position will be working in a busy office environment with numerous interruptions. There will be long hours sitting and using a computer with numerous deadlines. The successful incumbent will be required to sign a confidentiality agreement.