Alberta Securities Commission Looking for Senior Administrative Assistant at Calgary, Alberta, Canada Full Time

The Alberta Securities Commission (ASC) is the industry-funded regulator responsible for administering the province’s securities laws. It is entrusted with fostering a fair and efficient capital market in Alberta and with protecting investors. As a member of the Canadian Securities Administrators, the ASC works to improve, coordinate and harmonize the regulation of Canada’s capital markets.

The Office of the General Counsel (OGC) provides specialized legal advisory services to the ASC on a broad range of operational, transactional and policy matters.

Reporting to the General Counsel (GC), the Senior Administrative Assistant will support the needs of the GC as well as the lawyers that report to the GC within the OGC, including the Corporate Secretary (CS) as they provide operational, policy, and legal leadership and guidance to ASC staff. The Assistant will also provide back-up support, as required, to the Executive Assistant to the Office of the Executive Director (OED).

• Professionally and effectively managing incoming requests (via email, phone or mail) to the OGC and CS and ensuring the requests are addressed by preparing correspondence, following up, proactively identifying issues and prioritizing inquiries and tasks.
• Providing administrative support, including accurate word processing (advanced level) and formatting, drafting, etc., to the OGC and CS.
• Managing the calendar and assisting the GC and CS in staying on track with their daily schedule.
• Providing administrative support to the OGC in respect of the ASC’s procurement and contracting process, including ensuring contracts and agreements are housed in the contracts software system and diarized for follow up prior to renewal or termination dates, tracking internal process documentation, following up with internal stakeholders, and facilitating internal approval and execution requirements.
• Assisting in meeting preparation and timely written and oral communication with staff and external audiences. This may include drafting correspondence, agendas, presentations or other materials with minimal supervision.
• Organizing meetings with Board Members, including the Audit, Governance and Human Resources Committee meetings. Following up on agenda and other outstanding items, compiling presentations and other meeting material in advance, creating and following checklists, and uploading relevant meeting materials to the Members’ portal.
• Making travel arrangements and preparing expense claims.
• Overseeing OGC divisional resources on the intranet site, facilitating OGC knowledge management processes and enhancing overall divisional organization.
• Posting approved documents to the Securities Law & Policy section of the ASC’s website.
• Undertaking special projects and performing other duties as required.
• An Administrative Professional or Legal Assistant diploma or certificate, or equivalent.
• A minimum of 8 years of progressive experience in a fast-paced demanding professional environment supporting multiple individuals or groups of people; ideally with at least four of those years supporting members of a senior leadership team.
• Proven advanced computer skills; particularly with MS Word, Adobe, MS Teams, Excel and Outlook. SharePoint experience is an asset.
• An ability to handle multiple tasks while being highly adaptable and responsive to changing priorities.
• Familiarity with a document management systems.
• Strong proofreading skills.
• Demonstrated analytical, critical thinking, organizational and problem solving skills.
• Strong written and oral communication skills.
• A self-starting and highly motivated attitude to use her/his own initiative and effective time management skills to administer a multitude of tasks/projects to completion.
• Legal administrative experience is considered an asset.

Click the Apply For This Job Online button to submit your resume, cover letter and salary expectations by June 20, 2024. This position will work out of the ASC office located in Calgary, Alberta. You will be contacted if you are selected for an interview. More information about working at the ASC including our comprehensive Total Rewards package can be found on our website at www.asc.ca.

We offer a hybrid work environment and flexibility, a competitive total rewards package consisting of 100 per cent employer-paid benefits, comprehensive health and dental, employee life insurance, short-term and long-term disability; retirement benefits; travel insurance; paid vacation time, flex and sick days; an employee family assistance program; transportation allowance, generous flexible spending account and professional development through subsidized courses, conference, workshops, seminars and in-house training. We also encourage fun and giving back to the community with initiatives offered through our ASC Social Club and annual United Way Campaign.

The ASC is an equal opportunity employer and encourages applications from all qualified individuals. We celebrate diversity and are committed to providing an inclusive work environment where every employee feels valued and respected.