Administrative Assistant I

Job Number : 56182 Are you an organized administrative leader looking to make an impact in our community? Building Great Neighbourhoods is seeking an Administrative Assistant to provide executive support and lead our administrative team. In this role, you will ensure operational excellence, uphold standards, and facilitate seamless communication across all branch sections. If you excel in a fast-paced environment and take pride in supporting team success, we invite you to bring your expertise to the City of Edmonton. As the Administrative Assistant, you will manage day-to-day office operations, track priority initiatives, and oversee workflows for the Building Great Neighbourhoods Branch. Reporting to the Branch Manager and working closely with the Strategic Coordinator, you will supervise three Administrative Clerks—providing coaching, delegation of duties, and development. Operating with independence, initiative, and discretion, you will navigate sensitive and confidential matters with sound judgment to strengthen operational efficiency and support key working relationships. What will you do? 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 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 Assets: Completion of a recognized Management Development or Supervisory Development Certificate program Skills required for success: Demonstrated supervisory and leadership competencies, including team building, conflict resolution, performance coaching, and staff development Advanced proficiency in Google Workspace applications (Docs, Sheets, Slides, Sites, Drive, Gmail, Calendar) Operational knowledge and proficiency using corporate systems such as POSSE, SAP, PeopleSoft, and ARIBA High level of political acumen, sound judgment, and discretion when handling confidential or sensitive executive matters Working knowledge of ATIA legislation, Joint Health & Safety (OH&S) requirements…

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