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Administrative Support Full-time Job

Nov 27th, 2024 at 14:41   Administrative Jobs   Regina   24 views Reference: 10540
Job 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.
Company Description
We are proud to reside on Treaty 4 Territory and the traditional lands of the Cree, Saulteaux, Dakota, Nakota, Lakota, and Métis Nation, honoring and respecting these Nations and ancestors of this territory and grateful to be here. Regina is committed to building trust and creating true partnerships with Indigenous peoples.