Administrator

Job Title: Office Administrator

Reports To: Director of Corporate Services and Chief People Officer

Placement Type: Permanent, full-time

Address: Edmonton, AB

Work Location: In the office Monday to Thursday, with a hybrid work arrangement on Fridays. After the probationary period, Monday may also become a hybrid day, depending on organizational requirements, operational demands and performance in the role. Hybrid arrangements may be adjusted to support organizational priorities.

Hours: Full-time (35 hours a week)

Our client, a small health profession regulator in Edmonton, is seeking a permanent, full-time Office Administrator. This role provides broad administrative and operational support across the organization, covering inquiry intake, records administration, hearing file coordination, website support, document management and office operations. It suits a highly organized, detail-focused administrator who works independently and takes real pride in accurate, polished work.

Position Overview:

● Broad administrative and operational support across multiple functional areas of the organization.

● Particular emphasis on inquiry intake management, records administration, hearing file coordination, website support, compliance verification, document management and office operations.

● Flexible support during a transition period, while assisting with ongoing operational priorities and organizational initiatives.

● Exceptional attention to detail, strong organizational skills, resourcefulness, independence and sound judgment are critical to success in the role.

Responsibilities:

● Prepare, edit, format, proofread and maintain correspondence, reports, meeting materials, policies, procedures and other organizational documents.

● Coordinate meetings, including scheduling, agenda preparation, minute-taking, logistics, action item tracking and follow-up.

● Provide administrative support to management team meetings, projects and organizational initiatives.

● Manage and monitor the general office email inboxes, triaging, responding to and redirecting inquiries as appropriate.

● Coordinate and manage the intake process for public, registrant and stakeholder inquiries, ensuring timely responses and appropriate tracking.

● Support the Hearings Director with administrative coordination, file management, document preparation, scheduling, hearing logistics, correspondence and records maintenance.

● Assist with drafting, updating and maintaining non-regulatory legislative documents, bylaws, governance manuals and related documentation.

● Organize meetings, training sessions and internal events, including logistics, catering and vendor coordination.

● Perform general office administration, including telephone inquiries, mail distribution, courier coordination and filing.

● Coordinate office supply orders, equipment maintenance requests and inventory management.

● Maintain and update operational procedures, templates, forms and administrative manuals to support organizational consistency.

● Coordinate the maintenance of organizational databases, directories, risk registers and project management tools, monitoring data quality, implementing updates and maintaining procedural documentation.

● Support database implementation and enhancement projects by coordinating testing, tracking milestones and timelines, and supporting training and implementation.

● Maintain electronic and physical records in accordance with organizational policies, retention schedules and privacy requirements.

● Support document digitization, indexing, filing, retrieval, archival storage and records disposition.

● Assist with records audits, file reconciliation projects and information organization initiatives.

● Prepare records for off-site storage and maintain accurate inventories of archived files.

● Ensure the confidentiality, privacy and security of organizational records and information.

● Support information requests by locating, retrieving and organizing relevant documentation.

● Maintain and update website content, including news items, event information, forms, policies, governance documents, links and resource materials, ensuring accuracy, accessibility and consistency.

● Support annual communication initiatives, including registration, renewals, governance, competence and stakeholder communications.

● Review organizational forms and documents for branding, formatting, grammar, accessibility and consistency standards.

● Contribute to the development and maintenance of communication templates and digital resources.

● Coordinate newsletter content collection from internal teams and ensure publication timelines are met.

● Support communication projects, website enhancements and digital engagement initiatives as assigned.

● Prepare accounts payable requisitions and supporting documentation in a timely and accurate manner.

● Track purchase orders, courier invoices and corporate credit card reconciliations.

● Maintain administrative records related to purchasing, vendors and service providers.

● Support invoice processing, filing and financial tracking as required.

● Provide backup administrative support to the Manager, Corporate Services and Hearings Director.

● Support special projects, process improvement initiatives and organizational priorities as assigned.

● Update approved non-regulatory legislation and maintain archival records for historical reference.

● Ensure governance and legislative documents are accurately maintained and correctly referenced on the website and in internal filing systems.

Must Have Qualifications:

● 3 to 5 years of administrative, coordination or office management experience, or equivalent experience

● Advanced proficiency in Microsoft Office, including mail merge, scheduling tools, databases and records management

● Experience maintaining databases, directories, project management systems such as Asana, and tracking tools

● Experience developing, updating and maintaining procedures, manuals and documentation

● Strong organizational, planning and time management skills, with the ability to manage multiple priorities and deadlines

● Excellent attention to detail and commitment to accuracy, quality and confidentiality

● Strong problem-solving skills, with the ability to identify issues and put practical solutions in place

● Ability to work independently with minimal supervision while contributing as part of a team

● Strong written and verbal communication skills, with the ability to interact professionally with a range of stakeholders

● Sound judgment and discretion, including knowing when to consult or escalate

Like To Have Qualifications:

● Certificate or diploma in Business Administration, Office Administration, Communications or a related field

● Experience with website management, content updates and digital communications, including content management systems, Canva, BeeFree, Envoke and email marketing platforms