Administrative Assistant

Submission date: March 22, 2019 – 14:00 Mountain Time
Application Instructions: Please submit your resume and cover letter to Amanda Borman, Office Manager aborman@edmontonglobal.ca

Purpose and Reporting Structure of the Role

Reporting to the Office Manager, the Administrative Assistant is tasked with assisting in the implementation of the Strategic Plan by providing comprehensive support to the Board of Directors and Edmonton Global Team.

You will be responsible for supporting the Board of Directors by coordinating the exchange of information and decisions between the Board and the administration. The activity is carried out most visibly through the facilitation of meetings of the Board and its Committees. The Administrative Assistant will also support Edmonton Global by maintaining the corporate calendar; digital record and file management; monitoring and tracking correspondence; and coordinating day to day administrative tasks.

This job description is intended primarily as an illustration of the type of work to be performed by the person in this position. The omission of specific duties does not exclude them if they are similar, related or logical assignments in support of Edmonton Global’s objectives.

Role Responsibilities and Activities

  1. Administrative support to the Board of Directors
    • Establishes annual meeting dates for the Board and its Committees/Task Forces by determining members’ availability, ensuring quorum
    • Prepares and distributes Board and Committee/Task Force packages in a timely manner
    • Organizes briefing materials for Board and Committee/Task Force meetings
    • Supports ensuring that Board, Committee/Task Force meetings proceed in an efficient and fair manner
    • Notes and records meeting decisions as part of the permanent Board record and coordinate follow-up
    • Coordinates the distribution of reports, letters, and research information for the Board as required
    • Coordinates and tracks Board engagement meetings and activities in support of the Strategic Plan
    • Assists in the coordination of necessary travel documentation and ensures travel and accommodation arrangements are made in a timely manner
    • Processes Board and Committee/Task Force expense claims
  2. Administrative support to the Edmonton Global team
    • Receives, reviews, tracks and organizes incoming/outgoing correspondence to identify priority items, and forwards mail to the appropriate person for action
    • Composes and oversees the distribution of memos and letters (where precedents exist), and proof-reads prepared correspondence for accuracy, grammar and proper format
    • Creates and provides support, where applicable, in the development of templates and other tools to standardize administrative practices
    • Provides administrative assistance to other members of the Edmonton Global team, as required and directed by the Office Manager
  3. Calendar / Scheduling
    • Coordinates activities related to the implementation of the Stakeholder Engagement Plan; screens meeting requests, redirects requests where appropriate; and prioritizes meetings
    • Creates and maintains the corporate calendar, ensuring the information is distributed in a timely manner where appropriate
    • Manages the global shared calendar, coordinating notices and boardroom bookings
    • Assists in the coordination of corporate meetings, including guest management, food and beverage ordering, venue planning and preparation, A/V, and other related logistics
  4. Record and File Management
    • Assists the Office Manager, in accordance with Edmonton Global policies, with:
      • The creation and maintenance of the digital filing system according to professional standards from creation through to archives or destruction of files
      • Developing guidelines for the storage of files
    • Manages storage of digital and print files through prescribed guidelines (i.e. correspondence, Board/Committee/Task Force)
    • Creates and maintains Outlook distribution lists
  5. Office Organization and Office Process
    • Reviews workplace conditions and equipment to assist with the effective operation of the Edmonton Global office by maintaining order, identifying and following-up on equipment/service issues and inventorying and procuring office supplies
    • Manages setting up equipment and other requirements for in-house meetings, as required
    • Manages the continued organization of boardrooms, bistro and storage areas
  6. Performs other administrative responsibilities
    • Manages the Edmonton Global main telephone line
    • Greets scheduled guests and walk-in inquiries professionally and in a timely manner
    • Participates in special projects as identified by the Office Manager

Role Qualifications

  • Considerable working knowledge of administrative systems and processes; general office policies and procedures
  • Excellent organizational skills and attention to detail is critical
  • Fluency in digital file management and using the MS Office Suite, Adobe Creative Suites and the internet
  • Strong written and oral communication skills
  • Strong proofing skills with a focus on attention to detail; experience with technical documents considered an asset.
  • Demonstrated ability to manage multiple complex and time challenging projects, shifting priorities as needed
  • Demonstrated resourcefulness in seeking assistance and establishing strong and effective working relationships with various stakeholders
  • Demonstrated executive level support is considered an asset
  • Ability to think and act strategically in a political and community service environment, and to foster and contribute to a positive, productive work environment
  • Ability to deal effectively and discreetly with all levels of staff, board members, shareholders, partners and the public
  • Ability to provide exceptional customer service to both internal and external stakeholders while maintaining a high level of professionalism
  • Possesses a high level of tact and discretion and the capability to maintain confidentiality
  • Ability to collaborate with others within a fast-paced start-up culture
  • Sound analytical skills and the ability to take complex information and diverse points of view into consideration in making sound decisions
  • Strong interpersonal, collaborative, and decision-making skills
  • Possess a positive attitude, be a team player, self-starter, and pro-active

Requirements of the Position

  • High school diploma with minimum 4 years experience providing comprehensive administrative support in a professional office environment
  • Post-secondary education in an Administrative or business program is an asset, but is not required
  • Experience with international stakeholders considered an asset
  • Flexible availability Monday to Friday; due to the nature of our business there may be times when working outside the standard business day is necessary
  • Travel within the Edmonton Metropolitan Region may be required

Compensation for the Role

  • Salary will be competitive and based on experience

Submission Details and Contact

Please submit your resume and cover letter to Amanda Borman, Office Manager by 14:00 MDT on March 22, 2019 via email: aborman@edmontonglobal.ca

We thank all applicants who are interested in this position; however, only those candidates selected for an interview will be contacted.