Administrative Assistant to Director
York Region
Newmarket Ontario
Salary: Neg Per Hour
WHAT WE OFFER
Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.
Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health, dental and life insurance, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services.
Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.
ABOUT THE ROLE
Reporting to Director Sustainability, Communications and Innovation, is responsible for providing senior management administrative and clerical support including handling sensitive political and human resource issues and ensuring the smooth operation of the Director’s office. Research and compiles background information, including employee engagement activities. Arranges meetings and appointments. Takes minutes at meetings. Maintains office administration and records management processes and procedures. Responds to and/or redirects inquiries/communications. Completes special projects, as assigned.
WHAT YOU'LL BE DOING
Provides senior management administrative and clerical support for branch leader and staff.
Researches, writes, prepares, and coordinates background material, presentations and/or briefing notes, for responses to inquiries, meetings, and reports.
Maintains schedules and calendars, and manages conflicts as needed.
Coordinates and is responsible for facilitating Committee and Council reports and other documents within the branch to adhere to Corporate and Department deadlines.
Takes minutes at meetings and ensures background material is provided in advance of meetings. Follows up on outstanding matters.
Performs general office duties and identifies best practices and procedures in office administration and programs.
Responsible for leading coordination and alignment of work of other Branch administrative resources with Departmental or corporate practices and procedures, as applicable
Arranges meetings, training sessions, etc. which includes contacting participants, booking rooms, and ensuring appropriate equipment is available.
Assists and facilitates communication between management and staff, elected officials, outside agencies, and the public as needed; administers case files in the Department’s customer relationship management system
Receives, redirects and responds to communications and takes appropriate action to ensure matters are dealt with quickly.
Assists with projects, and inter-office committees, such as preparing rough draft, formatting and circulating agendas and minutes, correspondence, reports and documents.
Transcribes, formats, proofreads, edits or revises correspondence, reports, spreadsheets and presentations.
Maintains office records management system; creates and maintains databases and prepares documentation for storage and/or retrieval of off-site documents.
Performs financial tracking functions such as processing payables/receivables, invoices, expense claims. Verifies office expenditures and inputting of invoice and expense claims.
Oversees administration of human resource processes such as recruitment and selection,
Maintains attendance and vacation records for the Branch or Division.
WHAT WE'RE LOOKING FOR
Successful completion of a Community College Diploma Community in Business Studies or related field or approved equivalent combination of education and experience.
Minimum three (3) years demonstrated administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment. Experience with elected officials, boards or committees.
Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation, and circulation of minutes with attention to detail and accuracy.
Knowledge of
Knowledge of general office procedures, preparing documents and records management practices.
Knowledge of Department and Branch services and programs and ability to relate information to meet customer needs.
Ability to demonstrate the Region’s core competencies.
Advanced skills in MS Office Suite and use of virtual platforms. Knowledge of digital collaborative tools.
Ability to manage daily workload, set priorities and meet required deadlines with conflicting demands and changing priorities.
Demonstrated writing skills to prepare draft correspondence, reports and presentations related to programs and services delivered using templates and from rough copy.
Excellent interpersonal skills and ability to connect with a range of internal and external stakeholders while focusing on fostering collaborative work relationships.
Strong ability to develop relationships and work in a welcoming and inclusive environment, where diversity is celebrated and where everyone can develop to their full potential.
Ability to travel to off site locations in a timely and efficient manner, as required.
Ability to work outside regular business hours, as required.
Job Overview
Posted Date: 18 Jun 2025
Location: Newmarket Ontario
Salary: Neg Per Hour
Company Information
York Region
Name: York Region
Web: https://www.york.ca/