Administrative Assistant, Economic Development and

6 months ago

Guelph, Canada The City of Guelph Full time

Why Guelph:
**What we offer**:
We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

- Paid vacation days, increasing with years of service
- Paid personal days;
- Hybrid and flexible work arrangements;
- Defined benefit pension plan with OMERS, including 100-per-cent employer matching;
- Extended health and dental benefits, including Health Care Spending Account;
- Employee and Family Assistance Program;
- Parental leave top up program;
- Learning and development opportunities including tuition assistance
- Employee recognition programs.

Position Overview:
**Key duties and responsibilities**:

- Provide senior administrative assistance to the General Manager of Economic Development and Tourism and occasionally the departmental leadership team including financial and business support; assisting with the management of schedules/calendars, coordinating travel arrangements, organizing meetings and departmental events and performing related administrative functions.
- Undertake additional tasks and responsibilities in support of the Economic Development and Tourism leadership team.
- Coordinate the preparation, monitoring, reporting, and administration of the department budget and expenditures for all units; prepare purchase orders, accounts receivable/payable, visa reconciliations and employee expense reimbursements.
- Provide administrative coordination for major departmental projects and preparation of the yearly operational plans and budgets.
- Administer payroll and employee information.
- Coordinate the preparation of project/status reports for management review and action.
- Deliver professional assistance to clients, potential investors, and other internal/external contacts; welcome clients and guests to the EDT office and act as the first point of contact directing requests appropriately.
- Manage Council/Committee reports for the department ensuring staff reports are submitted and deadlines are met, coordinate updates to the Agenda Forecast system, and ensure all reports are AODA compliant; edit and offer suggestions to all reports; track, monitor and ensure reporting on outstanding motions.
- Maintain and manage Economic Development and Tourism’s records management system.
- Prepare agendas/minutes for advisory committee meetings; provide departmental committee liaisons administrative support during monthly/quarterly advisory meetings and agenda preparation meetings, coordinate follow up actions with departmental staff, ensure material distribution deadlines and AODA standards are met.
- Perform other related duties as assigned.

**Qualifications and requirements**:

- Excellent interpersonal and communication skills for working with and providing support to staff, colleagues, clients, and management.
- Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment to meet stringent deadlines.
- A self-starter with good problem-solving skills.
- Excellent interpersonal and team skills and have a sincere focus on customer service.
- High level of professionalism and flexibility in adapting to change.
- Demonstrate respect for highly confidential and sensitive issues and information.
- Advanced skills in Microsoft Office (Word, Excel, PowerPoint and Outlook).
- Knowledge of the Occupational Health & Safety Act.
- Experience with HR and financial systems (such as JDEdwards, Kronos, and Asset Management software).
- Experience with project management and related software tools (ie. Microsoft Project) would be an asset.
- Experience monitoring and reporting on budget related items and expenditures.
- Familiarity and experience with provincial/federal grant programs an asset.

**Hours of work**:
35 hours per week, 8:30 a.m. - 4:30 p.m., Monday to Friday. Occasional evening and/or weekend work may be required. This position is eligible for hybrid and flexible work arrangement options (as per current corporate policy).

**Pay/Salary**:
Non-Union Grade 2: $31.85-$39.81 per hour

**How to apply**:

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