Position Overview
The Saskatoon Public Library (SPL) is a learning organization that works to change lives through community connections, engagement and inclusivity.
As part of the administrative team at SPL, the Executive Administrative Assistant supports the work of the Directors Team. The Directors Team consists of senior leaders reporting directly to the Director of Libraries & CEO who collaboratively oversee all aspects of public and corporate functions supporting library services to the community including public facing services, back of house library operations, facility services, information and technology, finance, human resources, marketing and communication, security, governance and planning.
Under the supervision of the Director, Finance & Administrative Services, and working closely with the Executive Assistant to the CEO and the Directors Team, this role performs a variety of tasks related to administrative, operational, and project support. As part of the administrative team at SPL, this role provides primary back up for the Executive Assistant to the CEO and assists with other office operations.
This position may require occasional evening or weekend work.
Key Duties
1. Administrative & Executive Support
a. Provide and coordinate administrative supports and assistance to the SPL Directors Team.
b. Manage and coordinate complex calendars and schedules, ensuring effective communication with internal and external stakeholders.
c. Prepare, proofread, and process correspondence, reports, presentations, proposals, contracts, expense reimbursements, corporate credit card statements, and other documents.
d. Maintain and update databases, schedules, contact lists, and records.
e. Ensure quality standards for documentation including formatting, editing, proofreading, and distribution of sensitive and confidential materials.
f. Maintain electronic filing systems in accordance with SPL records management policies.
g. Develop forms, templates, tools, workflows, and other administrative resources using Microsoft Office.
2. Meeting & Event Coordination
a. Coordinate meetings for the Directors Team including scheduling, preparing agendas and briefing materials, organizing logistics, and tracking attendance.
b. Record, transcribe, and distribute accurate meeting minutes and follow-up actions.
c. Organize and coordinate events such as internal staff events, recognition celebrations, long service acknowledgements and special stakeholder events.
d. Coordinate event logistics and details including facilities, materials, and communications.
3. Research & Project Work
a. Conduct research and compile information related to sector trends, organizational initiatives, or special projects.
b. Support the Directors Team with research assignments, special projects, and administrative initiatives.
c. Assist with coordination of work with external partners and stakeholders.
4. Operational Support
a. Coordinate office services such as travel arrangements, accommodations, supplies, equipment, parking, and other operational needs.
b. Provide administrative support for organizational initiatives and operational activities.
c. Provide backup coverage and additional support for the Executive Assistant to the CEO.
Perform other duties as assigned.
Qualifications
· Graduation from an accredited institution with a diploma or degree in a related field such as Administrative Assistant, Executive Assistant, Business Administration or Public Administration, or a commensurate combination of formal education and comparable experience.
· Minimum two years office administration experience.
· Demonstrated knowledge, skills and abilities in the stated accountabilities and competencies.
· Ability to travel independently to and between SPL activities and locations as needed.
· A current, acceptable Criminal Record Check is required.
Pay: $75,441.84-$88,646.40 per year
Work Location: In person
