human resources administrative assistant

About Us:

As one of the fastest growing cities in Alberta, the City of Airdrie is a recognized leader in building a vibrant and sustainable community through innovation.

At the City of Airdrie, incredible opportunities happen every day in a flexible work environment that is tailored to each department. Our inclusive culture and values create a workplace where we welcome aspiring, driven and creative individuals to help us accomplish our business and community goals. We are supportive of one another, and we have fun while we serve our community. We are passionate about improving the lives of our residents through care and respect; that is the foundation of our organization. At the City of Airdrie, we learn, grow and accomplish great things together. We're proud to foster a workplace culture built on dedication, teamwork, and genuine care. Our commitment to creating a positive environment is reflected in our employee feedback from the 2025 Employee Engagement Survey, with 92.8% of employees saying they enjoy their work, and 92.6% feeling equipped with the resources they need to stay safe on the job.

If you have a passion for building a better community and are ready to join the excitement, we'd love to hear from you

The Opportunity:

The Human Resources Administrative Assistant provides essential administrative support to the HR department, assisting with day-to-day HR operations and ensuring smooth coordination between various HR functions. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. The HR Administrative Assistant plays a key role in assisting with employee onboarding, maintaining HR documents, forms, and records, assisting with various HR projects, and ensuring compliance with company policies and legal requirements.

Responsibilities include:

• Act as the primary contact for the HR department and provide exceptional administrative support to the HR team including:
• Prepare and maintain HR-related documents, forms, and records (e.g., employee files, performance reviews, training certifications, driver abstracts)
• Schedule and coordinate meetings, interviews, and training sessions
• Manage HR-related correspondence, including responding to employee inquiries and assisting with internal communications
• Maintain SharePoint filing system for HR documentation in compliance with company policies and legal requirements
• Assist in the employee onboarding and offboarding process including:
• Support the recruitment process by coordinating interview schedules and assisting with candidate communication
• Assist in preparing new hire paperwork, onboarding materials, and orientation schedules
• Ensure new hires have the proper resources and introductions to start their employment
• Manage exit procedures for departing employees, including exit interviews, collection of company property, and final documentation
• Assist with completion of required change forms and associated offer letters
• Provide backup coverage and support for the talent acquisition team
• Perform employee records and data management tasks including:
• Ensure HRIS (Human Resource Information System) is updated with accurate and current employee information
• Maintain and update employee personnel files, ensuring they are complete and compliant with applicable laws and regulations
• Track and file invoices and expenses; complete monthly credit card reconciliation and expense coding for the HR team; and submit mileage reports on behalf of the team
• Gathers statistics, research and other information as requested by the team for use in projects and communications materials
• Support the team in the planning and execution of internal and external meetings and events including managing invitations, coordinating agendas and logistics and taking minutes
• Perform additional general HR support including:
• Assist in organizing employee events
• Help with the administration of the recognition program
• Support other HR projects and initiatives as required by the HR team

You Bring:

• Diploma or degree, or working towards, in Human Resources, Business Administration, or a related field is preferred
• 1-3 years' experience as an administrative assistant
• Highly proficient in MS Office Suite
• Experience managing files, data, and information
• Proven experience in coordinating and executing meetings
• Previous experience in municipal government is an asset
• Experience in Avanti or similar human capital management system an asset
• Exceptional customer service skills and an innate desire to assist others
• Attention to detail and a high level of accuracy
• Highly organized with a proven ability to plan and prioritize conflicting deadlines
• Strong written and verbal communication skills
• Ability to quickly align with shifting priorities and work assignments, and meet short timelines
• Ability to maintain strict confidentiality and discretion when handling sensitive information
• High degree of professionalism, positivity and enthusiasm
• A growth mindset with a desire to learn

We Offer:

Along with a competitive compensation program and City paid health and dental premiums, our employees also enjoy:

• Excellent health, dental, paramedical, and benefits plan
• Career development and tuition reimbursement
• Employee discounts, gym membership, social events, and health & wellness initiatives

Continuous learning through training and development is encouraged as are flexible work arrangements, when possible. We recognize that our people work best when they feel engaged in their environment and appreciated for their efforts and our overall benefits package reflects that.

Additional Information:

This is a full‑time position for a six‑month term, with 37.5 hours per week. An extension may be possible depending on operational needs, but is not guaranteed.

Please provide a cover letter along with your application.

Next Steps:

Candidates are invited to apply online. We only accept resumes and additional application documents through our online recruitment system. In-person applications, email or other online forms will not be considered.

If you require an accommodation during any part of the application or hiring process, please contact us at and we will work with you to meet your needs.

The City of Airdrie is committed to fostering a workplace culture where belonging, equity, accessibility, and diversity are deeply ingrained into all parts of the City, where employees feel they belong, are treated with respect, and where everyone can thrive and contribute to the City's success.

Postings close at 10:00 PM MT (Mountain Time) on the closing date listed in the posting. We recommend applying as soon as possible as we are not able to accept late applications.

Please review the job competition carefully and be sure to attach any specifically requested documentation in the My Documents section of your application.

Interviewing and hiring may commence prior to the posted closing date.

Thank you for your interest in the City of Airdrie.