Administrative Coordinator, New Initiatives & Ballot Accounting Job Listing at City of Edmonton in Edmonton, AB (Job ID 51049)

Description

Play a pivotal role in the upcoming 2025 Edmonton Election!

The Edmonton Election is a large-scale, complex, highly legislated civic project that is held every four years, featuring tight timelines and a broad range of stakeholders. It is a project that requires agility, precision, and dedication, offering a unique opportunity to contribute to a process that enables Edmontonians to vote for Mayor, Council, and Edmonton Public or Edmonton Catholic school board trustees.

We are seeking a highly organized and detailed-oriented Administrative Coordinator to provide comprehensive support to our New Initiatives & Ballot Accounting team. Reporting directly to the Manager, New Initiatives & Ballot Accounting, you'll play an important role in managing the manager's calendar and emails while ensuring alignment with team objectives and priorities. Additionally, you'll provide comprehensive administrative support to the team, coordinate stakeholder meetings and engagement sessions, and act as a point of contact for external stakeholders liaising with the team.

What will you do?

• Coordinate meetings and events by planning, organizing, and scheduling attendees, rooms, and resources
• Prepare agendas and materials, informing and preparing participants
• Monitor and filter Manager's emails, identifying items requiring action, decisions, or information
• Transcribe meeting minutes and actionables during meetings with stakeholders. Assist with voter registration and Recount Centre mock trials, including setting up training sessions, printing relevant documents, scheduling meeting rooms, taking meeting minutes 
• Support Local Political Party, Slates, and Third Party Advertisers (TPA) registration processes by answering emails, phone calls and faxes
• Support Local Political Party and Slates, and TPA financial disclosure processes by answering emails, phone calls and faxes.
• Maintain records related to ballot accounting in compliance with legislative guidelines
• Support the Ballot Accounting Oversight & Recount Readiness team in recruiting temporary staff by coordinating interview setups as needed
• Assist in setting up the Elections Recount Centre, ensuring all equipment and resources are available