Administrative Assistant to Director

4 months ago

Newmarket, Canada York Region Full time

Status
- Temporary Full-Time
- Temporary - Approximate length of assignment, in months
- 4
- Type of Position
- a Replacement
- Start Date
- Salary
- Annually
- Salary Grade
- $66,833.00 - $75,892.00
- Department
- York Region -> Public Works -> IAM Water Wastewater
- Location
- 17250 Yonge Street - Newmarket, ON L3Y 6Z1 CA (Primary)
- Job Description (E)

**ABOUT US**

Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada - and the fastest growing with a population that’s expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

**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 an employee health care spending account, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services. Casual employees are eligible to receive payment in lieu of benefits and/or vacation.
- **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**

You will play a crucial role in ensuring the smooth operation of Director’s office for the Infrastructure Asset Management branch. You will provide high-level administrative support, manage schedules, coordinate meetings, handle a variety of politically sensitive tasks including being instrumental in employment engagement activities across the branch that will help the Director stay focused and productive.

**WHAT YOU'LL BE DOING**
- **Administrative Support**: Provide comprehensive administrative support to Director, Infrastructure Asset Management, including managing calendars, scheduling meetings, and arranging travel.
- **Communication**: Act as the point of contact between executives and internal/external stakeholders. Handle correspondence, prepare reports, and draft communications.
- **Meeting Coordination**: Organize and coordinate meetings, conferences, and events. Prepare agendas, take minutes, and follow up on action items.
- **Document Management**: Maintain and organize files, documents, and records in accordance with corporate policies. Prepare and edit presentations, reports, and other materials.
- ** Project Assistance**: Assist with special projects and employee engagement initiatives as needed. Conduct research and compile data for various reports and presentations.
- **Office Management**: Oversee office supplies, equipment, and facilities. Liaise with vendors and service providers.
- Researches, writes, prepares and coordinates background material, presentations and/or briefing notes, for responses to inquiries and for meetings and reports.
- Produces and distributes documents, including Committee and Council reports, as directed.
- Receives, redirects and responds to communications and takes appropriate action to ensure urgent matters are dealt with quickly.
- Transcribes, formats, proofreads, edits or revises correspondence, reports, spreadsheets and presentations.
- Maintains office records management system which includes a bring forward and follow up tracking system to ensure that appropriate action is taken; creates and maintains databases; prepares documentation for storage and/or retrieval of off-site documents using the Corporate Records Management system; assists in maintaining a library; and ensures consistent standards and appropriate training of staff for documents produced by the Branch or Division.
- Assists in managing contracts administered incl

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