Administrative Assistant (Calgary)

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a excellent place to make a life. The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request. As the Administrative Assistant, you will support the daily operations of the division and ensure an efficient, effective, and well-organized office environment. In this position you will serve as an information resource and provide guidance to staff on tasks and procedures. Primary duties include: - Maintain and order office supplies. - Coordinate with IT for computer set ups / moves, hardware, software or phone concerns. Track and follow-up on monthly IT charges. - Create and track purchase orders requisitions. - Process and track professional membership payments. - Prepare and deliver correspondence to external parties. - Reconcile credit cards statements, resolve discrepancies and process payments. - Plan, deliver, and promote division and business unit events. - Coordinate and book travel requirements for conferences and events. - Collaborate on the design and implementation of new tools and processes. - Prepare agenda and organize meeting activities. - Capture meeting minutes for management, leadership team meetings and committee meetings and prepare transcript. - Schedule meetings for Managers and Leaders, coordinating with internal and external parties as required. Qualifications - A completed 1-year certificate in Business Administration or a similar field, and at least 5 years of administrative experience, including executive support, budget management, recruitment, cost recovery, vendor management, reporting, scheduling events, and coordinating meetings. - An intermediate level of proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint) is essential. - Previous experience with SharePoint and Information Management activities is considered an asset. - The ability to resolve conflicting priorities and work in an environment with multiple demands while exercising professionalism, political acumen, confidentiality, and discretion is essential. - Applicants should have demonstrated organizational and time management skills, with attention to detail. - The successful candidate will possess strong interpersonal and public relations skills, with the ability to communicate effectively with a diverse group of individuals, officials from government, municipalities, industry, community, business organizations and the public. Pre-employment Requirements - Successful applicants must provide proof of qualifications. Workstyle - This position may be eligible to work from home for at least part of the time as one of several flexible work options available to City employees. These arrangements depend on the operational requirements of the role, employee suitability, and are subject to change based on operational needs and corporate direction. Position and Pay Information - Business Unit: Capital Planning and Business Services - Union: CUPE Local 38 - Position Type: 1 Temporary (up to 18 months) - Compensation: Pay Grade 7 $36.60 - 48.97 per hour - Hours of work: Standard 35 hour work week. - Days of work: This position works a 5-day work week with 1 day off in a 3 week cycle. - Location: 651B, 25 Avenue S.E. - Audience: Internal/External - Apply By: June 1, 2026 - Job ID: 314568 Apply on Kit Job: kitjob.ca/job/2otsoq