Divisional Administator

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 great 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 a Divisional Administrator, you will provide comprehensive administrative support to the manager, leaders and their respective Prairie Economic Gateway Team. Primary duties include:

• Review the manager's emails, identifying urgent matters, action items and deliverables, and bring them to their attention.
• Oversee calendar management to organize and optimize leadership time commitments, including scheduling reminders/desk time for the review of major deliverables.
• Oversee meeting management, including agenda creation, minute-taking, tracking action items and following up on outstanding tasks. Distribute meeting minutes and ensure proper filing.
• Manage office moves, technology needs, corporate credit cards and Accounts Payable Workflow processes by creating and tracking requisitions, invoices, purchase orders, non-purchase orders and receipts.
• Arrange travel, venue bookings, catering, quarterly safety inspections and provide support for safety-related tasks within the division.
• Track vacations and other leave requests for the manager, leaders and staff and update organizational charts, phone lists and email distribution lists.
• Provide relief support and cross-train with others within the office of the Chief Operating Officer - City Services including Administrative Assistants.
• Perform general office duties such as formatting documents, filing, copying, scanning, answering phones and collecting data for reports.
• Train new administrative staff as needed.

Qualifications

• A completed 1-year certificate in business administration and at least 3 years of experience directly supporting managers, with a strong focus on calendar management and scheduling.
• Intermediate level of proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word, and Teams) is required.
• Previous experience with Finance & Supply Chain Management (FSCM), Content Server and SharePoint experience will be considered assets.
• Success in this position requires exceptional customer service and teamwork skills, excellent communication abilities, political acumen, strong planning and organizational skills, and the capacity to multitask while maintaining accuracy and attention to detail.

Pre-employment Requirements

• Applicants will be tested for appropriate skills.
• 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: Chief Operating Office - City Services
• Union: CUPE Local 38
• Position Type: 1 Permanent
• Compensation: Pay Grade 6 $34.37 - 45.97 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: 133, 6 Avenue S.E.
• Audience: Internal/External
• Apply By: October 23, 2026
• Job ID: 315453