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; 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 to the Director or General Manager as related to the applicable office and portfolio.
- Assists in researching and gathering background materials; edits documents and/or ensures required presentations and/or briefing notes, are available in a timely manner.
- Researches, writes, prepares and coordinates background material, presentations and/or briefing notes, for responses to inquiries and for meetings and reports.
- Assists and facilitates communications between the Director or General Manager and staff, elected officials, outside agencies and the public.
- Prepares confidential correspondence, documents and reports for the Director or General Manager including Council and Committee reports, charts and graphs.
- Receives, redirects and responds to communications addressed to the Director or General Manager 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 by the Director or General Manager, 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.

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