Council Meeting Coordinator

City of Edmonton • Edmonton, AB

6d • CA$67,355 - CA$84,675 • Hybrid

About The Position

The Office of the City Clerk is seeking a detail-oriented administrative professional to support local government and democratic decision-making as a Council Meeting Coordinator. This role is instrumental in ensuring the smooth functioning, legislative compliance, and sound governance of the corporation, City Council, and Council Committees. The position requires a high degree of judgment and discretion, working with confidential, urgent, and sensitive items related to governance and decision-making processes. The Council Meeting Coordinator will report to the Supervisor, Council Meeting Coordination and be a key member of the Governance and Legislative Services section.

Requirements

• Completion of Grade 12 or equivalent.
• 5 years of experience applying complex procedures and completing tasks in an office environment.
• Demonstrated experience creating minutes and agendas.
• Demonstrated experience using information technology systems and tools.
• Experience managing confidential information.
• Proficiency with technology platforms, including Google Workspace, eSCRIBE.
• Strong collaborative mindset with the ability to work effectively as part of a supportive team.
• Outstanding command of the English language with the ability to translate complex legislative discussions into clear, accurate, plain-language minutes.
• Proven experience handling confidential, sensitive, and urgent information with high discretion.
• Ability to understand, interpret, and apply complex procedures, bylaws, and legislative requirements.
• Exceptional concentration, time management, and attention to detail in a deadline-driven setting.
• Strong interpersonal skills with the ability to employ tact, discretion, and problem-solving skills when interacting with collaborators, elected officials, and the public.
• Ability to interact professionally, calmly, and neutrally with high-profile individuals, and members of the community during high-pressure or public settings.
• Ability to manage competing priorities, maintain focus during long public sessions, and consistently meet strict deadlines in a fast-paced environment.
• Quick learner with digital meeting tools, hardware setup, electronic workflow management, and troubleshooting capabilities.
• Strong collaborative spirit with the self-motivation to work independently when managing specific meeting tasks.

Nice To Haves

• An Office Administration and/or Records Management certificate.
• Experience working directly within a public sector, municipal, or legislative environment.
• Experience engaging directly with elected officials, or executive leadership.

Responsibilities

• Attend and coordinate all aspects of Council and Committee meetings, including preparing agendas, minutes, and other meeting documentation within tight timelines.
• Prepare and ensure accurate minutes which reflect motions, votes, and decisions of Council and Committees, while also ensuring compliance with the Municipal Government Act.
• Review and edit reports and research the history of Council and Committee decisions.
• Ensure that meeting facilities are properly prepared.
• Participate in the usage, maintenance, and enhancement of technology used in meetings and meeting preparation.
• Work with highly sensitive and confidential matters effectively and produce quality, error-free work in a high-pressure environment.
• Establish positive working relationships with staff in City Administration as you liaise with respect to City Council and Committee reports and meetings.
• Support public participation at Council and Committee meetings.
• Provide cross-coverage, support, and advice on meeting management procedures to other members of the Governance and Legislative Services team, as required.
• Create agendas, meeting packages, summary of agenda changes, selection sheets, and other meeting documents for City Council and Committee meetings.
• Publish meeting packages, including distributing addenda, using eSCRIBE, to the City’s website.
• Prepare bylaws for signing.
• Ensure that the necessary meeting rooms are booked and properly equipped.
• Perform other related duties as required.

Benefits

• Hybrid work arrangement
• Access to benefits as per the Letter of Understanding between the City of Edmonton and Civic Service Union 52
• Learn more about our benefits https://bit.ly/COEbenefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED