Administrative Assistant

2 weeks ago


London, Canada City of London Full time

**Summary of Duties**
Reporting to the Executive Assistant City Manager’s Office, the Administrative Assistant provides a wide variety of confidential administrative, customer service, and clerical duties to support the City Manager’s Office, providing direct support to a Director or Division, as required.

**Work Performed**
- Receive visitors and phone calls to the City Manager’s Office or assigned Division; provide initial response and/or redirect inquiries for the City Manager, Director or Divisional staff.
- Process all mail for the City Manager’s Office or assigned Division.
- Manage personal, confidential, and routine correspondence for the Director or Division and personnel matters as assigned within the City Manager’s office or Division.
- Maintain and make available to the City Manager, Director or Divisional staff any manner of files, records or documents.
- Arrange meetings and appointments for the Director or Divisional staff and advise the City Manager and Senior Management employees of scheduling matters.
- Prepare and distribute agendas and take minutes at meetings. Transcribe and type correspondence, reports, minutes and statements for the City Manager and Senior Leadership Team.
- Perform a variety of confidential administrative functions including: process expenses, personnel and staff requisition forms; maintain records on staffing and personnel matters, prepare payroll records and submit changes, prepare and distribute agendas and minutes for all management meetings and prepare correspondence as required.
- Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.
- Participate in various team projects related to the area.
- Book conferences, seminars, workshops, and staff training and make necessary travel arrangements as required.
- Liaise with Councillors, consultants, community groups, external agencies, and senior levels of administration within and outside the Corporation to request and exchange information.
- Provide back up for other City Manager’s Office Administrative Assistant positions or support for the City Manager as required.
- Demonstrate commitment to anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment.
- Act as the central contact point for the team for internal administration and external contacts. Provides quality customer service by telephone, electronic mail and in person. Engages in effective problem solving to respond to inquiries and complaints; directs complex issues to the appropriate management staff.
- Demonstrate commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety within Service Area.
- Maintain divisional web pages.
- Maintain and order supplies and forms for City Manager’s Office or assigned Division.
- Operate standard office equipment.
- Perform related duties as assigned.

**Qualifications/Experience**
- Two year Community College Diploma in Office Administration - Executive or equivalent.
- Minimum four years of related senior administrative assistant capacity experience or an equivalent combination of education and related professional and lived community experience.

**Skills and abilities in the following areas are necessary**:

- Demonstrated ability to provide customer service in a high-volume environment.
- Excellent oral and written communication skills and excellent conflict resolution, interpersonal, organizational and time management skills.
- Ability to stay organized in an environment requiring management of several priorities.
- Initiative to work with mínimal supervision.
- Good judgement and the exercise of discretion when dealing with confidential matters.
- Experience in a municipal government environment an asset.
- Proven ability and initiative to work with mínimal supervision and with the utmost discretion.
- Experience in a municipal government environment an asset.

**Compensation and Other Information**
$58,044 to $75,458

Job Reference: COL01418



  • London, Canada Synergy Tax & Business Solutions Inc. Full time

    **About Us**: Synergy Tax & Business Solutions Inc. is a rapidly growing bookkeeping and tax firm dedicated to providing top-notch financial services to businesses and individuals. With a strong commitment to accuracy, integrity, and client satisfaction, we have established ourselves as a trusted partner in the industry. We are currently seeking a...


  • London, Canada Western University Full time

    **Classification & Regular Hours**: Hours per Week: 35 Salary Grade: Level M **About Western**: Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek...


  • London, Canada Western University Full time

    **About Western**: Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as...


  • London, Canada Western University Full time

    **Classification & Regular Hours**: Hours per Week: 35 Salary Grade: Level M **About Western**: Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek...


  • London, Canada Western University Full time

    **Classification & Regular Hours**: Hours per Week: 35 Salary Grade: Level M **About Western**: Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek...


  • London, Canada Gutter Guys Plus Full time

    **Who are we?** Gutter Guys Plus is different from your typical home service company. We’re in the business of transforming our clients’ houses, into homes. We started in 2018 because we saw a need; clients were not being well served, and contractors were lacking integrity. We're experts & are passionate about home transformations! The KW area is...


  • London, Canada Western University Full time

    **Classification & Regular Hours**: Hours per Week: 35 Salary Grade: Level M **About Western**: Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek...


  • London, Canada M.F. Arnsby Property Management Ltd. Full time

    Administrative Assistant We are currently recruiting an administrative Assistant to work at a social housing complex in London, Ontario**. **This is a part-time position: 3 days per week (24 hours per week) with occasional evening work (typically one evening per month). We are looking for an individual with: - A solid work ethic and able to work with a...


  • London, Canada Security Guard Group Limited Full time

    **Position Overview**: **Please carefully read the information provided below. This is an overnight role** Reporting to the Director of Administration, the Administrative Assistant will be responsible in ensuring day-to-day administrative tasks are handled in a speedy matter. This position will serve as a pivotal support role within the organization,...


  • London, Canada Western University Full time

    **About Western**: Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as...


  • London, Canada Western University Full time

    **Classification & Regular Hours**: Hours per Week: 35 Salary Grade: Level M Please note, there are two (2) vacancies available. **About Western**: **About Us**: The Faculty Services Team provides proficient and accurate coordination and administrative assistance to faculty members at the Ivey Business School. The team’s mission is to provide...


  • London, Canada Western University Full time

    **Classification & Regular Hours**: Hours per Week: 37.5 Salary Grade: Level O Please note, this is a temporary full time opportunity with an anticipated end date of April 30, 2024. **About Western**: Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty,...


  • London, Canada CIBC Full time

    We’re building a relationship-oriented bank for the modern world. We need talented, passionate professionals who are dedicated to doing what’s right for our clients. At CIBC, we embrace your strengths and your ambitions, so you are empowered at work. Our team members have what they need to make a meaningful impact and are truly valued for who they are...


  • London, Ontario, Canada TechAlliance of Southwestern Ontario, London Economic Development Corporation Full time

    Classification & Regular Hours Hours per Week: 35 Salary Grade: Level M About Western Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek...


  • London, Canada Western University Full time

    **Classification & Regular Hours**: Hours per Week: 35 Salary Grade: Level M **About Western**: Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek...


  • London, Canada Visa Park Immigration Inc. Full time

    **Administrative Assistant** **Job Type**:Part time **Qualification** - Post secondary education - Excellent communication and interpersonal skills - Strong organisational skills with the ability to prioritise and multitask - Proficiency in Microsoft Office and Adobe Acrobat. - Prior administrative experience and knowledge of Hindi or Punjabi language is...


  • London, Canada Western University Full time

    **Classification & Regular Hours**: Hours per Week: 35 Salary Grade: Level M **About Western**: Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek...


  • London, Canada Ex Team Group Full time

    We are proud of the work that we do, and wouldn't be successful without our passionate team of dedicated people. Administrator Job Responsibilities: Assist with administrative needs as assigned Direct calls as needed and maintain customer satisfaction Greet and direct customers in showroom Assisting Sales Team as needed Customer order...


  • London, Canada Western University Full time

    **Classification & Regular Hours**: Hours per Week: 35 Salary Grade: Level N **About Western**: **About Us**: The Faculty of Health Sciences is a large, diverse, and comprehensive unit, comprised of soon to be seven Schools (Nursing, Kinesiology, Health Studies, Physical Therapy, Occupational Therapy, Communication Sciences and Disorders and Foods and...


  • London, Canada Grant Thornton Full time

    **Who we are** You know those big cities that still feel like small towns? Where everyone’s friendly and helps each other out? That’s like Grant Thornton. Except here we’re all professionals and there isn’t a mayor or a general store. What we’re trying to say is that we’re a large and growing professional services firm that still feels like a...