Location: Edmonton, Alberta (Onsite) Contract Type: Contract (Extension up to 12 months possible) Category: Administrative/Clerical (Non-IT)

Job Summary

We are seeking an experienced Senior Administrative Assistant to provide comprehensive administrative support for contract and grant administration within the Education and Childcare division. This role is responsible for preparing and tracking contracts and agreements, supporting procurement processes, maintaining accurate records, coordinating approvals, responding to stakeholder inquiries, and ensuring compliance with government policies and procedures.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple priorities while delivering exceptional administrative support in a fast-paced office environment.

Key Responsibilities Prepare, review, proofread, and format contracts, agreements, correspondence, and other documentation. Track contracts, grants, and deliverables using Microsoft Excel and other tracking systems. Support procurement and contract administration activities. Coordinate document approvals, signatures, and document control processes. Maintain accurate financial, statistical, and administrative records and reports. Monitor deadlines and ensure timely completion of administrative activities. Respond to inquiries from internal staff, vendors, and external stakeholders. Support invoicing, accounts receivable, reporting, and compliance activities. Organize and maintain electronic and physical filing systems. Coordinate meetings, prepare agendas, and record meeting minutes. Perform general office administration including copying, scanning, filing, faxing, and records management. Assist managers and team members with day-to-day administrative functions and continuous improvement initiatives.

Required Qualifications Education High School Diploma or GED. Required Experience Minimum 3 years of experience in a similar administrative support role. Minimum 3 years of experience proofreading and formatting Microsoft Word documents. Minimum 3 years of experience using Microsoft Outlook for email, calendar, and task management. Minimum 3 years of experience using Microsoft Excel for record tracking and reporting. Minimum 3 years of experience maintaining paper and electronic filing systems. Minimum 3 years of experience operating office equipment such as printers, copiers, and scanners.

Preferred Qualifications Post-secondary education in Office Administration or a related discipline. Experience coordinating contract documentation. Experience reviewing and validating vendor invoices. Experience preparing meeting agendas, taking minutes, and tracking action items. Experience using Microsoft SharePoint. Experience supporting childcare grant funding programs within Alberta.

Required Skills Excellent organizational and time-management skills. Strong attention to detail and accuracy. Outstanding written and verbal communication skills. Strong customer service and relationship-building abilities. Ability to manage multiple priorities and competing deadlines. Proficiency in Microsoft 365 applications, including Word, Excel, Outlook, and Teams. Ability to work independently and collaboratively within a team environment.

Work Schedule Location: Forestry Building, Third Floor, 9920 – 108 Street NW, Edmonton, Alberta Work Arrangement: 100% Onsite Hours: Monday to Friday, 8:15 AM – 4:30 PM (1-hour lunch) Weekly Hours: 36.25

Additional Information Criminal Record Check required prior to start. Mandatory training will be required, including FOIP, Information Management, Security/Cybersecurity, and Respect in the Workplace. Candidates must provide an updated resume with employment dates in MMM/YYYY – MMM/YYYY format and three professional references.

Requirements Required Experience Minimum 3 years of experience in a similar administrative support role. Minimum 3 years of experience proofreading and formatting Microsoft Word documents. Minimum 3 years of experience using Microsoft Outlook for email, calendar, and task management. Minimum 3 years of experience using Microsoft Excel for record tracking and reporting. Minimum 3 years of experience maintaining paper and electronic filing systems. Minimum 3 years of experience operating office equipment such as printers, copiers, and scanners.