Elected Officials Scheduling Coordinator

Posted on: Feb 24, 2025

Posted by: Strathcona County

Summary

Reporting to the Manager, Legislative Services and Contract Management, the Elected Officials Scheduling Coordinator provides senior-level direct scheduling support to all eight of Strathcona County Councillors. This position portrays a positive and professional liaison between Council, Executive Team, Executive Assistants, Office of the Mayor, Legislative and Legal Services, and all other divisions and departments working closely with department Directors and administrative staff.

This position requires a strong technical ability to manage the schedule of eight Councillors who attend a variety of meetings relating to issues that advance Council’s vision by fostering effective working relationships among Elected Officials, County leaders, community representatives, stakeholders, and residents. The incumbent needs to be creative in how they seek out information and makes connections with others to find solutions to advance Council’s vision by fostering positive working relationships. This position works in a politically charged, sensitive environment and must remain calm and be able to quickly understand and adapt to emerging situations. Attention to detail and strong communication skills is imperative to provide the support and guidance to Councillors and other stakeholders who are impacted.

Key Responsibilities

Key Responsibilities:

Strong ability to prioritize events, activities, special functions and meetings for the Councillors
Precision in regularly monitoring Councillor schedules to ensure all conflicts are resolved prior to the event occurring
Facilitate all travel arrangements for Councillors including accommodations and transportation and a strong ability to adapt to any scheduling challenges
Responsible for evaluating and diplomatically responding to requests from local, provincial and federal government, industry and citizens
Strong ability to leverage technological tools to ensure clarity and ease in accessing Councillor calendars
Build and maintain positive relationships and excellent communications with the Executive Team, Executive Assistants, Office of the Mayor, LLP and stakeholders
Coordinate the Councillors’ business by facilitating public relations, professional development, business and community events and participation in trade shows
Ability to work collaboratively with departments to confirm that resident inquiries are addressed in compliance with service level agreement requirements
Ensure the Office of the Elected Officials and Councillors’ corporate records are maintained electronically in SharePoint; determine permissions for select records, and make updates as required
Process FOIP requests and other access to information inquiries as requested by Legislative, Legal and Procurement Services
Strong understanding of Councilor Business Expense Policy when reconciling costs associated with Councillors conference/event registrations, travel, and accommodations
Work with stakeholders to plan, promote and successfully execute special events
Strong communication skills to review and edit information for accuracy, completeness and format before distribution to Executive Team, external agencies and the public to ensure a professional image is maintained
Exercise a high degree of diplomacy when working with the Office of the Mayor, Executive Team, Executive Assistants, stakeholders, and residents handling politically sensitive issues Miscellaneous administrative duties as required, such as answering/screening telephone calls, photocopying, filing, supply orders, etc.

Requirements

Qualifications and Skills

Post-secondary training/certificate and a minimum of five (5) years of progressively responsible experience including experience providing administrative support at a senior management level and/or supporting elected officials
Degree from an accredited university in public administration, public policy, public engagement or governance is considered an asset
Advanced computer skills with proficiency using Microsoft Word, Excel, PowerPoint, Access, mail merges, email and web searches, and website content management
Knowledge of County Connect and eScribe is an asset
Municipal government experience is highly desirable
Training on the Freedom of Information and Protection of Privacy Act (FOIP Act) is an asset
Working knowledge of government systems and processes, legislation, corporate policies, processes, programs and guidelines
Experience researching, compiling information and report writing
Ability to show understanding, courtesy, tact, empathy and concern when dealing with controversial issues and people who are emotionally distressed or hostile
Strong interpersonal/collaborative skills, including conflict management, with political acumen and professionalism are critical
Excellent communication skills, including writing, proofreading and speaking
Skilled in navigating complex political environments with professionalism and discretion
Proven ability to perform effectively under pressure, balancing multiple priorities and meeting tight deadlines

Conditions of Employment:

Valid Alberta Class 5 Driver’s licence and reliable transportation

Job Type

Full Time

Employer Contact

No employer contact listed.

Salary Range

$64,282.40 - $80, 334.80

Closing Date

March 16, 2025

Posting ID: 30525

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