Special Projects Assistant 

Position Summary

The Special Projects Assistant provides administrative, research, and operational support to the Director, Recreation and Culture and designated staff on a variety of divisional initiatives and special projects. The role assists with research, documentation, meeting coordination, project tracking, and preparation of materials to support effective project execution.

Key Duties and Responsibilities

• Provide administrative and logistical support for special projects and divisional initiatives.
• Assist with research, data collection, and compilation of information to support project work and decision-making.
• Prepare draft materials including briefing notes, reports, presentations, meeting materials, and summaries for review.
• Maintain and organize project documentation, files, and tracking tools.
• Update project task lists, timelines, and action items as directed.
• Attend meetings to record minutes, track action items, and distribute follow-up information.
• Assist with scheduling meetings, booking facilities, and arranging basic project logistics.
• Support the preparation and coordination of materials for internal and external initiatives.
• Assist with the coordination of meetings, workshops, events, and other project-related activities as required.
• Conduct routine follow-ups on assigned tasks and action items to support timely completion.
• Assist with gathering and organizing information from internal and external sources as required.
• Provide general administrative support related to Recreation and Culture initiatives.
• Communicate with internal staff and external contacts as required to obtain information or support assigned activities.
• Adhere to all corporate policies and procedures.
• Perform other duties as assigned.

Education and Experience

• Post-secondary education (completed or in progress) in public administration, business administration, recreation, cultural services, or related field
• 2 years of related experience (including co-op, internship, or volunteer experience) in an administrative or project support capacity
• Coursework or training in project management or municipal administration

Required Skills/Knowledge

• Strong organizational skills and attention to detail.
• Ability to follow direction and complete assigned tasks accurately and on time.
• Basic research, data gathering, and documentation skills.
• Ability to organize and summarize information from a variety of sources.
• Basic project tracking and coordination skills.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.
• Effective written and verbal communication skills.
• Ability to prepare clear and professional correspondence, reports, presentations, and meeting materials.
• Ability to work collaboratively in a team environment.
• Time management skills with the ability to manage competing assigned tasks.
• Ability to exercise good judgment and seek direction when required.
• Ability to communicate professionally with internal staff and external contacts.
• Demonstrates initiative, willingness to learn, and commitment to personal development.
• Demonstrates the City's corporate values of care, collaboration, courage, and service.

Leadership Competencies