Administrative Assistant to Director

5 months ago

Newmarket, Canada York Region Full time

**Job Description**:
**POSITION PURPOSE**:
Reporting to the Commissioner's Administrative Assistant, will be responsible for providing administrative and clerical support including handling sensitive political and human resource issues; researching and compiling background information; arranging meetings and appointments; taking formal minutes at meetings; maintaining office administration and records management processes and procedures; responding to and/or redirecting inquiries/communications; and completing special projects, as assigned.

**MAJOR RESPONSIBILITIES**
- Provides administrative and secretarial support.
- Coordinates the Committee of the Whole Process for the department
- Researches, writes, prepares and coordinates background material, presentations and/or briefing notes, for responses to inquiries and for meetings and reports.
- Maintains schedules through Microsoft Outlook (Calendar).
- Assists and facilitates communications between management and staff, elected officials, outside agencies and the public.
- Prepares confidential correspondence, documents and reports including Council and Committee reports, charts and graphs.
- Receives, redirects and responds to communications and takes appropriate action to ensure urgent matters are dealt with quickly.
- 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 including purchase orders, verifying invoices and maintaining project records.
- Identifies best practices and procedures in office administration and programs and implements changes.
- Provides set up and orientation for new staff, as required.

**QUALIFICATIONS**
- Successful completion of a Community College Diploma in Business Studies or related field or approved equivalent combination of education and experience.
- Minimum three (3) years progressively responsible administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment.
- Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation and circulation of minutes with attention to detail and accuracy.
- 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.
- Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative, self management, accountability, and flexibility/adaptability.

  • Administrative Assistant to Director

    6 months ago

    Newmarket, Canada York Region Full time

    **Job Description**: **POSITION PURPOSE** Reporting to the Director, is responsible for providing administrative and clerical support including handling sensitive political and human resource issues; maintaining and tracking all reports coming in and out of the office; researching and compiling background information; arranging meetings and appointments;...

  • Administrative Assistant to Director

    3 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...

  • Administrative Assistant

    2 months ago

    Newmarket, Canada Southlake Regional Health Centre Full time

    **Company Bio** - Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the...

  • Administrative Assistant

    2 months ago

    Newmarket, Canada Southlake Regional Health Centre Full time

    We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka. Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family...

  • Senior Administrative Assistant to the President

    1 day ago

    Newmarket, Ontario, Canada Southlake Regional Health Centre Full time

    Job OverviewWe are seeking a highly skilled Senior Administrative Assistant to provide exceptional support to our President & CEO, Board Chair, and Board of Directors.

  • Director of Administrative Services

    4 weeks ago

    Newmarket, Ontario, Canada HARMONY HILLS EARLY LEARNING ACADEMY AND YOUTH CENTRE Full time

    Job SummaryWe are seeking a highly skilled and experienced Director of Administrative Services to join our team at Harmony Hills Early Learning Academy and Youth Centre. The successful candidate will be responsible for coordinating administrative services, hiring and training staff, and directing and advising staff engaged in providing records management,...

  • Administrative Services Director

    4 weeks ago

    Newmarket, Ontario, Canada HARMONY HILLS EARLY LEARNING ACADEMY AND YOUTH CENTRE Full time

    At Harmony Hills Early Learning Academy and Youth Centre, we are seeking an experienced Administrative Services Director to lead our team in providing exceptional support to our staff and students.The ideal candidate will have a strong background in administration, with a focus on coordinating services, hiring and training staff, and directing daily...

  • Administrative Operations Director

    1 day ago

    Newmarket, Ontario, Canada HARMONY HILLS EARLY LEARNING ACADEMY AND YOUTH CENTRE Full time

    Job DescriptionWe are seeking an experienced Administrative Operations Director to join our team at Harmony Hills Early Learning Academy and Youth Centre.About the RoleThis is a full-time position responsible for co-ordinating administrative services, evaluating departmental operations, and managing daily tasks.The ideal candidate will have 3 years of...

  • Operations Director

    3 weeks ago

    Newmarket, Ontario, Canada HARMONY HILLS EARLY LEARNING ACADEMY AND YOUTH CENTRE Full time

    Job Title: Operations DirectorAbout the Role:We are seeking an experienced Operations Director to join our team at Harmony Hills Early Learning Academy and Youth Centre. As an Operations Director, you will be responsible for co-ordinating administrative services, evaluating the operations of a department, and managing the operations of a department providing...

  • Administrative Coordinator

    7 days ago

    Newmarket, Ontario, Canada Southlake Regional Health Centre Full time

    Job Summary At Southlake Regional Health Centre, we are seeking a highly skilled Administrative Assistant to provide exceptional support to our Director of Medical Administration and Academic Affairs, Department Chiefs, and Physician Leaders. The successful candidate will be responsible for ensuring efficient day-to-day operations by providing high-quality...

  • Strategic Operations Director for Administrative Services

    1 week ago

    Newmarket, Ontario, Canada HARMONY HILLS EARLY LEARNING ACADEMY AND YOUTH CENTRE Full time

    Job Description: We are seeking a highly skilled Strategic Operations Director for Administrative Services to lead our administrative services department at Harmony Hills Early Learning Academy and Youth Centre. The successful candidate will have a proven track record of coordinating administrative services, managing staff, and planning daily operations.Key...

  • Administrative Assistant

    2 weeks ago

    Newmarket, Canada Town of Newmarket Full time

    **12 Month Contract** Reporting to the Director, Parks & Facility Services and working closely with the Managers and Supervisors, the Administrative Assistant is responsible for providing administrative and secretarial support to Parks & Facility Services; Liaises with Customer Service, delivers customer service activities and information to external and...

  • Administrative Assistant

    3 weeks ago

    Newmarket, Ontario, Canada Southlake Regional Health Centre Full time

    The Administrative Assistant will provide high-quality administrative support to the Surgical & Thoracic Surgery Program at Southlake Regional Health Centre. This includes ensuring efficient day-to-day operations, managing office support systems, and coordinating meetings and correspondence.Key Responsibilities:Provide advanced administrative duties,...

  • Operations Director

    4 weeks ago

    Newmarket, Ontario, Canada HARMONY HILLS EARLY LEARNING ACADEMY AND YOUTH CENTRE Full time

    Job Title: Operations DirectorJob Summary: We are seeking an experienced Operations Director to join our team at Harmony Hills Early Learning Academy and Youth Centre. The successful candidate will be responsible for coordinating administrative services, evaluating department operations, and managing staff.Key Responsibilities:Co-ordinate administrative...

  • Administrative Assistant

    4 weeks ago

    Newmarket, Ontario, Canada Southlake Regional Health Centre Full time

    Job SummaryThe Administrative Assistant provides high-quality administrative support to the Surgical & Thoracic Surgery Program at Southlake Regional Health Centre. This includes ensuring efficient day-to-day operations, managing office support systems, and coordinating meetings and correspondence. The successful candidate will be self-directed,...

  • Administrative Assistant

    4 months ago

    Newmarket, Canada Southlake Regional Health Centre Full time

    We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka. Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family...

  • Administrative Assistant

    4 weeks ago

    Newmarket, Ontario, Canada Southlake Regional Health Centre Full time

    At Southlake Regional Health Centre, we are seeking an experienced Administrative Assistant to provide high-quality administrative support to the Surgical & Thoracic Surgery Program. This role involves ensuring efficient day-to-day support to a physician lead by providing administrative support while ensuring up-to-date office support systems are in place...

  • Residential Counselor

    5 months ago

    Newmarket, Canada Cornerstone to Recovery Full time

    **Full job description** Cornerstone to Recovery is seeking two qualified full time counsellors for its women’s residential recovery facility in Barrie, The Garden. Applicants will have a minimum of 3 years’ experience working in the field of mental health and addictions and/or diploma or certificate in mental health and addictions or social work. In...

  • Administrative Coordinator

    1 day ago

    Newmarket, Ontario, Canada Southlake Regional Health Centre Full time

    Job SummaryThe Administrative Assistant will provide high-quality administrative support to the Director of Medical Administration and Academic Affairs, Department Chiefs, and Physician Leaders.This includes ensuring efficient day-to-day operations by providing administrative assistance, managing office systems, and coordinating schedules and...

  • Administrative Assistant

    5 months ago

    Newmarket, Canada Southlake Regional Health Centre Full time

    **Company Bio** - Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the...