Administrative Support Full-time Job
Nov 27th, 2024 at 14:41 Administrative Jobs Regina 15 views Reference: 10540Job Details
The Organizational Wellbeing Branch is seeking an organized, proactive, and detail-oriented Administrative Support professional to join our dynamic and growing team! This branch leads organization-wide initiatives of Rewards and Recognition, Learning and Development, Psychological Safety, Equity/Diversity/Inclusion, Performance Management, Leadership Development and Employee Engagement.
The Administrative Support position will play a key role in the success of both the branch and departmental operations by providing essential coordination, logistical, and administrative support. As a vital team member, you will ensure smooth day-to-day operations while collaborating with a diverse group of professionals to drive the effectiveness and success of the department.
If you are looking for a role where your skills are valued and your contributions make a meaningful impact, this is the perfect opportunity for you.
Key Duties & Responsibilities
- Manage and coordinate meeting and appointment schedules.
- Prepare and assemble information packages, reports, correspondence, and background materials.
- Provide logistical support for meetings, including scheduling, preparing agendas, distributing materials, and ensuring smooth execution.
- Respond to inquiries and requests for information from internal and external stakeholders.
- Build and maintain positive relationships across departments.
- Maintaining a training database, organizing and managing accurate records and collaborating with internal employees on training logistics.
- Compose, proofread, and finalize various forms of correspondence and reports.
- Maintain the office filing system and manage document organization.
- Collaborate on onboarding and job-related training for new team members.
- Support the branch administration of Rewards and Recognition program logistics, maintenance of records and regular communication with stakeholders.
- Provide support for in-person and on-line learning platforms, oversight of our Learning Centre and supporting external training facilitators while on site.
- Support the department’s operational success by addressing workflow interruptions and adjusting priorities as needed.
Key Qualifications
- The successful candidate will have completed secondary school or equivalent, with successful completion of post-secondary education in business administration, office management, or a related field preferred, along with at least three (3) years of administrative experience in a professional office environment. Experience in the public sector within a unionized environment is considered an asset.
- High-level proficiency in Office 365 (Word, Excel, PowerPoint, Outlook) is required. Experience working with Learning Management Systems (LMS) and Oracle databases is a preferred asset.
- Strong organizational skills with the ability to manage multiple priorities and meet deadlines while maintaining accuracy.
- Excellent verbal and written communication skills for clear and professional interactions.
- Familiarity with standardized administrative processes and adaptability to evolving workflows.
- Ability to build positive relationships and work effectively in a collaborative team environment and leading self with a customer service mindset.
- Capacity to adjust to changing priorities, manage interruptions, and maintain focus in a fast-paced setting.
- Skilled at identifying practical solutions to challenges using established practices, policies, and procedures.
Additional Requirements:
- Successful candidates may be required to provide a satisfactory criminal record check per the City of Regina's Criminal Record Check Policy.
- Proof of education is required.
- Additional assessments may be conducted to evaluate competencies, skills, and knowledge.