Administrative Associate

Position Summary

The City of Regina is seeking a permanent Administrative Associate to report to the Director of Strategic Communications & Media Relations! This opportunity will align seamlessly with a candidate who thrives in a high-energy, fast-paced environment, adeptly handling a variety of complex administrative tasks with independence and minimal supervision. As the Administrative Associate, you will take decisive action on behalf of the leadership team, ensuring seamless operations, and contributing to the success of our initiatives.

Key Duties & Responsibilities

• Manage the director’s time by researching, reading, preparing, and routing correspondence in a timely, professional, and effective manner with confidentiality and integrity.
• Provide all necessary information for the director’s meetings, including preparation of relevant documentation, coordinating/creating agenda items, and ensuring the director has the time created in their calendar for review and preparation.
• Anticipate the needs of the director and ensure they have time, resources, and documentation to fulfill their business obligations.
• Make decisions with confidence, anticipating issues and initiating appropriate action.
• Manage multiple tasks and changing priorities and deadlines of a highly sensitive nature in a fast-paced environment, with limited direction, making decisions as required on behalf of the director.
• Use expert-level communication skills with confidence, while drafting correspondence/reports for the director.
• Handle politically sensitive information while attending director-level meetings and preparing minutes for Council and/or committee reports.
• Coordinate two-way information transfers between the Director's office and the City of Regina’s Executive Leadership Team.
• Provide high-level calendar management, coordination of meetings for the director, travel arrangements, and monitoring and actioning incoming calls.
• Provide direction and delegate work to managers to ensure goals and objectives of the department are achieved.
• Other related duties as required.

Key Qualifications

• Completion of secondary school or equivalency plus completion of recognized job-related certification in office or business administration
• Minimum of three (3) years of previous and on-the-job progressive administrative and/or clerical experience.
• Attention to detail to maintain and manage tracking systems for service levels and deliverables, proofreading and formatting various documents.
• Effective communication to compose, draft, and edit correspondence and reports.
• Organizational Skills to update manuals and standards, coordinate calendar appointments, events, and meetings.
• Customer Service Orientation to field and respond to challenging interactions.
• Problem solving and decision making to prioritize office activities and adapt work schedule as needed, follow up proactively on deliverables and provide process improvement suggestions.
• Financial administration to assist with budget preparation and expenditure monitoring, processes and reconciles invoices and p-cards.
• Research and information management to collect and assemble information packages, complete data searches, inputs, and generate reports.
• Meeting coordination to attend meetings, takes minutes, and prepare follow-up correspondence, coordinate the flow of information/materials for meetings.
• Administrative support to liaise with management and executive team, develop and review administrative policies and procedures.