Administrative Assistant to the Manager, Logistics

Job Description

Administrative Assistant to the Manager, Logistics

Health Services – Peel Regional Paramedic Services

Status: Regular Full-Time Hire Range: $62,902.00-70,765 per annum Work Mode: In-Office Location: Fernforest Reporting Station- 1600 Bovaird Drive East, Brampton Hours of Work: 35 hours per week

Are you a highly organized administrative professional who thrives in a fast-paced environment?

This opportunity offers the chance to support the day-to-day operations of Peel Regional Paramedic Services' Logistics team. Working closely with leadership and staff, you'll play a key role in coordinating meetings, managing communications, maintaining records, and supporting projects that help ensure the efficient delivery of services to the community. If you're detail-oriented, proactive, and enjoy providing high-quality administrative assistance, we'd love to hear from you.

What You'll Do:

Administrative Coordination & Office Support:

• Coordinate meetings, training sessions, and related logistics.
• Prepare and distribute agendas and meeting materials.
• Record meeting minutes and track follow-up actions.
• Manage calendars for designated management staff.
• Monitor and manage the section's general mailbox.
• Prepare, format, and proofread correspondence, reports, presentations, and other documents.
• Receive, review, and distribute incoming correspondence, mail, and documentation.
• Obtain required approvals and route correspondence appropriately.

Records Management & Data Administration:

• Maintain confidential files, records, and information.
• Provide data entry support for various databases and tracking systems.
• Assist with gathering information and documentation from internal and external sources.
• Ensure records are accurate, complete, and up to date.

Financial & Project Support:

• Coordinate business expense claims.
• Provide administrative support for financial processes and documentation.
• Assist with research, data collection, communication activities, and project implementation.
• Support the coordination and communication of project findings.
• Identify opportunities to improve administrative processes and workflows.

Customer Service & Relationship Management:

• Respond to telephone, email, and in-person inquiries.
• Provide exceptional customer service to internal and external contacts.
• Liaise with colleagues, vendors, and community partners.
• Provide back-up administrative support to Division Senior Management, as required.
• Maintain office supply inventory and coordinate replenishment as required.
• Demonstrate a commitment to diversity, equity, inclusion, and belonging through inclusive practices and continuous learning.

What You Bring to the Role:

Education & Experience:

• Graduation from a recognized Administrative Assistant post-secondary program.
• Minimum two (2) years of administrative support experience.
• An equivalent combination of education and experience may be considered.
• Experience supporting a logistics, operations, emergency services, or public sector environment is considered an asset.

Knowledge, Skills & Abilities:

• Excellent organizational, time management, and multitasking skills.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Experience using Visio is considered an asset.
• Exceptional attention to detail and accuracy.
• Demonstrated ability to manage competing priorities and changing deadlines.
• Strong interpersonal skills with the ability to build effective working relationships.
• Self-motivated with the ability to take initiative and identify opportunities for improvement.
• Ability to exercise sound judgment, tact, discretion, and confidentiality when handling sensitive information.

Perks That Make Work Rewarding:

• Comprehensive Health, Dental, Vision benefit plan including psychological health, effective start date
• Automatic enrolment into OMERS pension plan
• Accrue Vacation on a monthly basis starting at 3 weeks per annum
• 3 Paid personal days and floating holidays
• Flexible hours supporting your wellness and wellbeing
• Annual performance review and merit increases based on performance
• Supportive leadership and a culture of respect and inclusion
• Access to tuition reimbursement and learning and development resources

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