Administrative Assistant I

Role overview

Responsibilities

• Supervise, guide, delegate work to, and balance workloads for three Administrative Clerks across branch sections.
• Conduct performance check-ins and annual evaluations, onboard staff, and provide ongoing development coaching.
• Manage schedules, review and approve bi-weekly PeopleSoft time entries, authorize leave, and schedule overtime.
• Coordinate calendars, meeting schedules, commitments, and daily workflows for the Strategic Coordinator and Branch Manager.
• Synthesize information, draft memos, prepare agendas, and track action items for Council, Committee, and executive meetings.
• Monitor branch directives, track priority issue resolution, and route inquiries through POSSE and corporate tools.
• Develop, implement, and improve branch-wide administrative procedures and tracking tools.
• Oversee document quality, records retention, digital communication tools, Branch Google Sites, and groups.
• Coordinate logistics, facility requirements, and minute-taking for leadership meetings, retreats, and employee sessions.
• Direct facility operations, administrative IT asset tracking, procurement, telecommunications accounts, and administrative financial transactions.
• Represent tenants at the work location and participate on the Joint Health and Safety Committee, coordinating floor inspections and compliance.

Qualifications

• Completion of Grade 12 with coursework in business communication and office systems, or a diploma or certificate in Business Administration, Office Administration, or a related discipline from an accredited post-secondary institution.
• At least four years of progressively responsible, diversified administrative experience in a fast-paced, politically sensitive environment supporting senior management.
• At least two years of direct supervisory experience involving performance coaching, work scheduling, task delegation, evaluations, and team workflow oversight.
• A recognized Management Development or Supervisory Development Certificate is an asset.

Skills and knowledge

• Demonstrated supervisory and leadership abilities, including team building, conflict resolution, performance coaching, and staff development.
• Advanced proficiency in Google Workspace applications, including Docs, Sheets, Slides, Sites, Drive, Gmail, and Calendar.
• Operational knowledge and proficiency using corporate systems such as POSSE, SAP, PeopleSoft, and ARIBA.
• Political acumen, sound judgment, and discretion handling confidential or sensitive executive matters.
• Working knowledge of ATIA legislation, Joint Health and Safety requirements, and CSU 52 collective agreement administration.
• Exceptional written and verbal communication, including report editing, administrative template formatting, and document quality control.
• Strong organizational and time management skills to balance executive support and staff supervision in a high-volume environment.

Conditions of employment