Job Description
This posting is for 1 temporary full-time position up to 12 months
The Director’s Assistant provides leadership and coordination for the day-to-day operations within the Director’s office. The position will liaise with all levels of the organization to ensure the department meets corporate and department expectations, timelines and performs all aspects of department administration. This includes providing senior level office management, organization and leadership, and administrative support to the Human Resources department. As the Director’s Assistant, you will oversee the part-time receptionist, providing guidance, support, and ensuring the smooth operation of front-desk responsibilities.
This role works within a dynamic and confidential work environment, with frequent interruptions and rapidly changing priorities.
Responsibilities:
- Provide administrative assistance to the Director; schedule and prepare meeting materials and logistics, track action items, research and coordinate information for reports and presentations
- Prepare department Executive Team and Council reports and issue briefs
- Liaise with County departments, senior administrative staff and administrative staff
- Review Council and Priorities Committee meeting agendas, minutes, action sheets, and ensure items related to Human Resources (HR) are handled promptly
- Draft internal meeting agendas, record and distribute minutes; ensure outstanding action items are noted and handled promptly
- Coordinate onboarding, transfer and offboarding HR employees including, access fobs and tags, as well as the purchase of new cell phones, tablets, computers and related items, to arrange security access for HR staff, and to coordinate changes to office configurations as required
- Coordinate Department specific events
- Coordinate and administer vacation planning, department learning and development requests/documentation, Director delegations, track completions of PPR’s and maintain HR PPR files
- Maintain corporate credit card for the purposes of registering for conferences, arranging catering, etc.
- Utilize eScribe to enter Council, Executive Team and Senior Leadership Team reports as required
- Set up department Purchase Orders and receive all department invoices
- Oversee the reception schedule and associated duties
- Act as department forms representative and SharePoint administrator, providing subject matter expertise in determining appropriate site setup, meta data tagging, permissions, and ensuring appropriate retention and disposition is applied
- Lead administrative projects for the department, develop action plans and coordinate actions across the department
- Provide leadership and coordination of administrative support positions across the department
Qualifications and Skills:
- Office administration diploma or certificate with 5 years of related experience in a senior administrative capacity
- Experience working in a human resources department would be considered an asset
- Thorough knowledge of Microsoft Word, Excel, PowerPoint, and Outlook. Experience using Escribe is preferred
- Experience with Oracle is an asset
- Expert level experience with SharePoint (SME)
- Ability to recognize and deal with matters of a confidential nature in a discrete and professional manner
- Excellent communication skills, both verbal and written, and strong customer service when dealing with client groups: co-workers, the public, elected officials and senior management
Who We Are:
Strathcona County is a specialized municipality located in the heart of Alberta. Our vision is to become Canada’s most livable community, where our workplace culture and identity are supported by our people plan and values of integrity, respect, safety, fairness, and cooperation.
Why Join Strathcona County: (depending on position)
- Competitive salary and comprehensive benefits package, which includes:
- Extended health and dental coverage
- Health and wellness spending account
- Life and disability insurance and critical illness programs
- Retirement and pension programs
- Paid and unpaid leave programs
- Earned day off program
- Employee and family assistance program
- Commitment to employee development, through internal and external training and development opportunities
- Well-being programs and a safety culture focused on physical and psychological health in the workplace
Equivalencies of education and experience may be considered.
This competition may be used to fill future vacancies for similar positions within the next 6 months.
Strathcona County is committed to an inclusive, respectful, and equitable workplace that represents the community we serve. We welcome applicants from all backgrounds who can contribute diverse perspectives and experiences.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
