Administrative Assistant, Mayor's Office - City of Saskatoon

AI Summary

This permanent full-time Administrative Assistant position is with the City of Saskatoon in the Mayor's Office, located in Saskatoon, SK. The role provides high-level confidential administrative support, coordinating daily operations and public engagement, including managing communications and scheduling. Key duties involve preparing correspondence and maintaining records for the office. Candidates require a recognized business college diploma plus three years of related experience, including one year at a senior administrative level, or an equivalent.

About the Role

The City of Saskatoon is seeking a dedicated Administrative Assistant to join the Mayor's Office within the City Clerk's Office. This permanent full-time position offers a unique opportunity to provide essential confidential administrative support in a dynamic and fast-paced environment. The successful candidate will play a crucial role in coordinating the daily operations and public engagement activities of the Mayor's Office, ensuring smooth and efficient functioning. This includes managing incoming communications, screening and expediting telephone, written, and in-person enquiries, and determining appropriate action with necessary follow-up.

A significant aspect of the role involves providing a wide range of confidential administrative duties directly for the Mayor's Office. This includes assisting with the meticulous scheduling of appointments and arranging meetings for the Mayor, diligently maintaining comprehensive calendars. The administrative assistant will also be instrumental in responding to invitations, including making arrangements for the Mayor to attend and participate at various civic functions. Furthermore, the position encompasses performing a variety of clerical support duties, such as ordering necessary office supplies to ensure the Mayor's office is well-equipped. The coordination and maintenance of confidential files and records are paramount, alongside the preparation, editing, and circulation of diverse correspondence on behalf of the Mayor’s Office. The role also provides support for the organization and coordination of special events hosted by the Mayor’s Office, and may involve performing designated duties of the Executive Assistant as required, demonstrating the breadth of administrative support provided.

Candidate Profile

The City of Saskatoon is seeking an individual with a strong foundation in administrative practices and a commitment to public service for this vital role in the Mayor's Office. Ideal candidates will possess a graduation from a recognized business college, supplemented by classes in public administration or Business Administration, coupled with at least three years of related experience. This experience must include a minimum of one year at a senior administrative level, demonstrating a proven capacity for high-level support. An equivalent combination of education and experience will also be thoughtfully considered.

Applicants must exhibit a thorough knowledge and understanding of City Divisions and their functions, which is crucial for effective coordination and communication within the municipal structure. A demonstrated ability to handle sensitive information in a confidential manner is absolutely essential, given the nature of the Mayor's Office. The role demands strong interpersonal skills, including the ability to establish and maintain effective working relationships with a diverse group of stakeholders, such as government representatives, elected officials, the public, media, and civic staff. Furthermore, candidates must possess demonstrated strong organizational and multi-tasking skills, including the ability to efficiently manage large volumes of work and adhere to sensitive timelines. The capacity to exercise sound independent judgement and to communicate clearly and effectively, both orally and in writing, is vital, requiring skill in adapting diverse communication techniques to evaluate situations and identify problems within established guidelines. Proficiency in the use of MS Office suite in a Windows environment is also a key requirement for this administrative assistant position.