Executive Assistant

1 week ago

Mississauga, Canada City of Mississauga Full time

Req ID: 24775

Vacancy Type: Permanent

Number of Positions: 2

Closing Date: 05/05/2024

**Job Summary**:
Are you a vibrant personality with a knack for multitasking and a passion for providing top-notch administrative support? MiWay is seeking an Administrative Coordinator to join our team and work closely with the Transit Director and management staff. If you thrive in a fast-paced environment and enjoy coordinating priorities with professionalism and attention to detail, this role is for you

The Administrative Coordinator at MiWay will work closely with the Transit Director, members of the management team, and colleagues to provide administrative support within the Division while coordinating matters of priority with a high degree of professionalism and attention to detail.

**Duties and Responsibilities**:

- Provide confidential administrative support including correspondence from Transit Director
- Coordinate the Transit Director’s schedule, ensuring it is effectively planned and aligned with the Transit Director’s key priorities, with related logistics identified and taken care of in a proactive manner ensuring directions are followed up on by staff.
- Act as staff liaison for pillar committees and other task forces or working groups providing administrative support including scheduling, preparing agendas and minutes, and attending meetings after hours, when required.
- Oversee and coordinate Escalated Service Requests. Process escalated complaints and inquiries as received and within defined timelines; respond or direct responsibility for responses. Liaise with administration staff at the Offices of the Mayor and Council, City Manager, and Transportation and Works Commissioner.
- Monitor the budget and purchases for the Transit Director’s Office and reconcile monthly expenses and annual expense report
- Track corporate reports, service requests, and daily requests for the Transit director’s attention
- Maintaining files and records for safekeeping.
- Other duties and special projects as assigned.

**Skills and Qualifications**:

- Graduation from a post-secondary program in administration, business or related fields. Equivalent experience may be considered.
- 3 -5 years experience in administration with direct support of senior executives or preferably in a municipal environment.
- Ability to communicate effectively, with tact and diplomacy, with internal and external business partners including elected officials, staff, the public, and outside agencies.
- Ability to recognize and keep confidential information.
- Excellent organizational and time-management skills and the ability to prioritize tasks with attention to detail.
- Proficient in Microsoft 365, SAP Applications, WebEx Meetings, and other relevant software.
- Ability to function with mínimal supervision.
- Experience in finance, business analysis, and Lean methodologies is an asset

Hourly Rate/Salary: $ 58,942 - $ 78,592
Hours of Work: 35
Work Location: Semenyk Court
Department/Division/Section: T&W/Transportation&Works Dept, T&W/Mississauga Transit, Mississauga Transit
Non-Union/Union: Non Union

All personal information is collected under the authority of the Municipal Act.

**Equity, Diversity and Inclusion**
The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.

Learn more about the City’s commitment to Equity, Diversity and Inclusion.

**Accommodations**
The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.

If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

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