Administrative Assistant, Human Resources - Casual

Who Are We?

The Calgary Board of Education (CBE) is the largest school board in western Canada with over 144,000 students and 16,000 employees. Our mission: Each student, in keeping with their individual abilities and gifts, will complete high school with a foundation of learning necessary to thrive in life, work and continued learning. We pride ourselves in the values we hold. Students come first. Learning is our central purpose. Public education serves the common good. The CBE encourages an inclusive and equitable workplace, which supports our diverse student and employee community. We encourage all applicants to join our dynamic, diverse, and collaborative culture and welcome applications from all qualified individuals.

When you apply to the CBE, you can feel good about serving our future leaders and contributing to student success.

Competition Info

Competition Close Date: Sunday, October 25, 2026 @ 11:59pm

Calendar: 12 Month

Salary: $65,600-80,000 per year

What does this role look like?

Purpose

The Administrative Assistant, Human Resources provides confidential administrative and coordination support to the Human Resources leaders and staff. This role is responsible for performing a variety of administrative, clerical, records management, scheduling and customer service activities that support the effective delivery of Human Resources programs, service and operations..

The role works within established policies, procedures and guidelines and is responsible for ensuring the accurate and timely completion of assigned administrative activities while maintaining confidentiality of employee and organizational information.

Accountability

This job is accountable for:

• Providing accurate and timeline administrative support to Human Resources leaders and staff.
• Coordinating and sending HR communications
• Maintaining confidential records, files and documentation.
• Coordinating meetings, calendars, schedules and departmental activities.
• Supporting the effective administration of Human Resources programs and services.
• Providing professional and responsive customer service to employees and stakeholders.

What will you do?

Major responsibilities

Administrative Support

• Provides administrative support to Human Resources leaders and staff including preparing, formatting, proofreading, and distributing correspondence, reports, presentations, forms and other documents.
• Assists in the organization of various events including meetings with CBE’s union partners, attending each where required.
• Coordinates schedules, meetings, interviews, training sessions and other departmental activities, including related logistics and materials such as travel, room bookings and catering.
• Maintains filing systems, records and administrative processes to support efficient department operations.
• Monitors and responds to inquiries received through e-mails, shared mailboxes, telephone calls and other communication channels.

Human Resources Program Support

• Provides administrative support for Human Resources programs, initiatives and projects across a variety of HR functions.
• Supports development of labour relations documents, including but not limited to, process documents, correspondence, reports and hearing briefs.
• Maintains current working knowledge of related contractual agreements and CBE Regulations related to department guidelines, processes and procedures.
• Assists with employee lifecycle activities, including recruitment, onboarding, employee development, transfers and offboarding.
• Coordinates and distributes program materials, communications and documentation.
• Assists with surveys, training activities, engagement initiatives and other departmental events and activities.

Records, Data, and Information Management

• Maintains confidential employee, departmental and program records in accordance with established procedures and privacy requirements.
• Enters, updates, verifies and retrieves information from systems, databases, spreadsheets and tracking tools.
• Conducts research and prepares reports, summaries and information requests and follows up on incomplete or missing information to ensure data accuracy.
• Supports records retention and information management practices.

Customer service and Team Support

• Serves as a point of contact for routine questions, providing information and directing requests to appropriate resources.
• Ensures office equipment and systems operate effectively. Initiates appropriate action to rectify problems as well as maintain operable systems.
• Purchases and evaluates office equipment and supplies. Liaises with Purchasing Services staff to monitor and reconcile orders against deliveries. Maintains listing of equipment, serial numbers and software packages.
• Establishes and maintains effective working relationships with employees, leaders and other stakeholders.
• Participates in the implementation and continuous improvement of administrative processes and procedures.
• Collaborates with other administrative staff and performs other related duties to support departmental objectives.
• Provides regular coverage for the Executive Administrative Assistant.

What are we looking for?

Qualifications

Education and Experience

• High school completion.
• Completion of a certificate or diploma in Office Administration, Human Resources Administration or related field.
• Minimum five years of progressively more responsible related experience in an administrative support capacity, preferably within a large organization.
• Other equivalent combinations of directly related post-secondary education and directly related experience may be considered.
• Broad knowledge of the Calgary Board of Education is an asset.

Demonstrated Skills and Competencies

• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, SharePoint, PowerPoint and Teams along with experience using databases and records management systems.
• Strong administrative and organizational skills with the ability to manage multiple priorities, coordinate activities and meet deadlines in a fast-paced environment.
• Strong attention to detail and accuracy.
• Exceptional customer service orientation.
• Strong ability to adapt and manage change.
• Strong interpersonal and exceptional verbal, listening and written communication skills combined with the ability to speak with confidence.
• Strong ability and success in building productive relationships with co-workers, staff and other internal and external stakeholders.
• Professionalism, tact, courtesy and diplomacy skills.
• Strong conflict management and resolution skills.
• Ability to maintain confidentiality and exercise discretion when handling sensitive employee, organizational and labour relations information.
• Strong problem solving and decision-making skills
• Use of appropriate judgement in a framework of generally established methods, protocols and procedures.
• Ability to work independently without appreciable advice or supervision.
• Exceptional innovation and creativity skills to recommend and implement changes in procedure to improve production and proficiency of work, workload and workflow.
• Trustworthiness, integrity, dependability and reliability.
• Personal suitability.

What happens next?

We thank all candidates for their interest in this position however only those selected for an interview will be contacted.

Land Acknowledgement

The Calgary Board of Education acknowledges the traditional territories and oral practices of the Treaty 7 Nations, including the Siksikaitsitapi Nations, Tsuut'ina Nation, and the Îyârhe Nakoda Nations. We acknowledge the Métis Nation within Alberta, and all people who make their homes in the Treaty 7 region of southern Alberta. As a learning organization, we are committed to advancing the Truth and Reconciliation Calls to Action focused on Education for ReconciliACTION.