Administrative Assistant, Economic Development

3 weeks ago

Brampton, Canada City of Brampton Full time

**Job Description**:
**JOB TITLE**:Administrative Assistant, Economic Development

**DEPARTMENT**:Office of the CAO

**POSTING NUMBER**:105177

**NUMBER OF POSITIONS**:1

**JOB STATUS & DURATION**:Temporary 13-months

**HOURS OF WORK**:35 hour workweek

**LOCATION**:Hybrid Model - when working onsite, you will report to the location of City Hall.

**SALARY GRADE**:3

**HIRING SALARY RANGE**:$64,907.00 - $73,021.00 per annum

**MAXIMUM OF SALARY RANGE**:$81,134.00 per annum

**JOB TYPE**:Management and Administration

**POSTING DATE**:March 3, 2023

**CLOSING DATE**:March 9, 2023

**AREA OF RESPONSIBILITY**:
This position coordinates the administrative activities of the Director, Economic Development and of the division to enable efficient divisional operations and provide comprehensive and professional services to internal divisions. Provide small scale project coordination to support new divisional initiatives. Demonstrate judgment and independence to meet the Director’s and Department’s requirements and corporate service standards, best practices, policies and guidelines.

**Distinctions**:Administrative focused with assumed lead for coordinating work processes, workflow and deadlines. Responsible for research and making recommendations on solutions to support initiatives. Coordinates and contributes to a program, database maintenance, communication standards or specialized small-scale projects. Provides guidance and assumes lead for delegating work assignments to meet deadlines and deliverables.

**OPERATIONAL ACCOUNTABILITY**
- Provide organized and proactive administrative support to the Director, Economic Development, and to a sectional or divisional team of professionals; including preparation, review, processing and distribution of correspondence, documentation, presentations and reports, and answering queries.
- Act as point of contact for administrative functions such as records management, asset management, space planning, time entry and accounting services.
- Complete accurate work within established timeframes and meet external deadlines under pressure.

**SCHEDULE AND LOGISTICAL SUPPORT**
- Coordinate and organize local and international meeting requests, events, public/staff attendance, or other related requests; book and arrange conference rooms, IT resources, travel arrangements, conference registration, accommodation, and refreshments or as required in support of a smooth and efficient meeting by minimizing scheduling conflicts.
- Conduct preliminary research to establish benchmarks, identify profiles of businesses and contacts, gain insight on programs and processes, and provide relevant information to the Director.
- Manage and track timelines, limitation periods and deadlines

**COMMUNICATION AND REPORTING**
- Manage communications professionally with all internal and external stakeholders, including assistants acting on behalf of Executives/CEOs/Presidents of private and local/international companies and organizations to follow up on potential business partnerships, as well as communication with senior level government officials and their representatives.
- Prepare and create correspondence, briefing and summary notes, reports and presentations, ensuring completed materials accurately capture meeting notes and next steps, and meet established deadlines and confidentiality.
- Act as a communication channel for organizational notices and provide relevant information to staff to ensure effective communication of impending deadlines of assignments in a timely and efficient manner to meet goals and objectives as assigned by the Director.

**CUSTOMER SERVICE**
- Take inquiries from internal and external stakeholders, prioritize requests & respond accordingly.
- Provide prompt and professional service within service expectations
- Build and maintain a positive relationship with internal and external stakeholders, including representatives from international businesses, and foreign governments.

**CONFIDENTIALITY**
- Maintain confidentiality based on requirement to access, review, maintain and distribute sensitive divisional and organizational communication, materials and records
- Delegate and oversee documentation to support disciplinary, grievance and performance matters.

**TEAMWORK AND COOPERATION**
- Participate in planning, coordinating and implementing department events as requested.
- Work well within diverse groups to achieve common goals and objectives to improve efficiency.
- Demonstrate corporate values at all times.
- Participate as a member of cross-functional team.
- Provide support/backup as necessary.

**SELECTION CRITERIA**:
**EDUCATION**:

- Certificate or Diploma in Office Administration or similar program

**REQUIRED EXPERIENCE**:

- Minimum 5 years administrative / secretarial experience at a senior level

**OTHER SKILLS AND ASSETS**:

- Exceptional oral and written communication skills
- Strong Customer Service skills to handle enquiries and resolve issues in a prof

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