Administrative Associate - Tourism

Position Summary

Reporting to the Director, the Administrative Coordinator provides comprehensive administrative, coordination, and logistics support to the work unit. This position is responsible for managing information flow, preparing correspondence and reports, coordinating meetings and events, maintaining records and tracking systems, supporting financial and budget processes, and ensuring effective office administration. The Administrative Coordinator serves as a key liaison between management, internal stakeholders, and external partners, contributing to the efficient delivery of programs, services, and operational objectives.

Key Duties & Responsibilities

• Monitor, maintain, and manage a tracking system for work unit service levels, deliverables, and activities, including social media, earned media, and other digital services.
• Compose, draft, edit, proofread, and format correspondence, memos, service request responses, media request responses, briefing notes, and reports.Update manuals and standards and circulate revised documents.
• Collect, assemble, and provide information packages, including files, reports, correspondence, research, and background materials.
• Attend meetings, take minutes, prepare follow-up correspondence, and track progress.Respond to requests for information or materials from internal and external stakeholders.
• Complete searches, input data, validate data, manipulate data, and generate reports and lists from programs and applications.
• Liaise with the management team and support branches throughout the City to transfer information, coordinate deliverables, and follow up on initiatives on behalf of Directors.
• Coordinate the flow of information and materials for meetings.
• Coordinate calendar appointments, meetings, events, boardroom bookings, and food and beverage arrangements.
• Input information and coordinate updates in planner or other determined project management tools.
• Triage incoming messages and requests received in person, by telephone, and by email for response and action.
• Develop, analyze, implement, and review administrative policies, procedures, and systems.
• Make logistical arrangements for meetings, events, travel, accommodations, and training and development activities.
• Oversee filing systems in accordance with corporate records management policies and procedures.
• Assist with preparation and verification of budget submissions and ongoing expenditure monitoring and variance reporting.
• Receive, process, verify, reconcile, and complete payment of invoices, including the coordination and tracking of purchase order restrictions.

Key Qualifications

• Completion of secondary school or equivalency plus completion of a recognized job-related certification in Office Administration, Business Administration, or a related field.
• Minimum three (3) years of previous and on-the-job progressive administrative and/or clerical experience.
• Knowledge of office administration processes and customer/client services.
• Knowledge of office management and municipal government protocols, policies, and procedures.
• Knowledge of branch operations and broader division/department functions.
• Knowledge of relevant collective agreements, bylaws, policies, procedures, legislation, and health and safety standards.
• Knowledge of job-related office productivity software, internet browsers and search engines, enterprise software, discipline-specific software, and technology devices.
• Ability to interact across a range of stakeholders with a focus on the provision of services and the exchange, collection, and dissemination of information.
• Ability to build and maintain relationships across business units and with external stakeholders.
• Strong organizational skills with the ability to prioritize office activities, adapt to changing circumstances, and meet deadlines.
• Ability to provide ideas and suggestions to improve work processes.
• Strong attention to detail when composing, drafting, editing, proofreading, and validating information and data.
• Ability to maintain confidentiality and respond appropriately to sensitive and challenging situations.

Working/Other Conditions

• Works in indoor office environment
• Exposure to stressful experiences/interaction with parties who are upset, angry, and/or emotionally charged

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.

At City of Regina, we offer competitive compensation, health and wellness benefits, and growth through educational support and in-house courses. If you’re passionate about public service and making a difference, apply now! For detailed job descriptions, CBAs, and application tips, visit our . Note: Only applications submitted via our online application system are accepted