Administrative Assistant, Strategic Initiatives and Intergovernmental Services

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 administrative assistance for the Strategic Initiatives and Intergovernmental Services department by supporting employee information management, on and off-boarding of staff, co-ordination of department activities and performing other related administrative functions including the handling of sensitive and confidential matters.
- Support the department in managing and meeting Council reporting deadlines including coordination of departmental agenda planning in alignment with corporate processes, advance document editing, review and workflow processes, and report writer training for new departmental staff.
- Monitor and maintain the documents/information on the department’s internal and external web sites with a continuous improvement and customer focused mindset.
- Coordinate quarterly strategic Leadership Team meetings and meetings with external stakeholders including scheduling of meetings, agenda preparation, consolidation and distribution of meeting materials, managing of action items, and managing meeting requirements.
- Deliver professional assistance to staff as well as external contacts - acting as the first point of contact in order to direct requests appropriately.
- Prepare agendas/minutes and support the development of materials for department led meetings and all related working committees, attending meetings and coordinating follow up actions with staff.
- Undertake additional tasks and responsibilities in support of the departmental leadership team such as departmental meeting management assist with preparation and coordination of the departmental budget and records management.
- Anticipate, identify and manage emerging issues and challenges.
- Independently and appropriately direct internal/public requests for departmental service.
- Research, compose and prepare high quality correspondence, reports and presentations.
- Perform purchasing and invoicing tasks at the direction of department management.
- Act as a professional, effective and cooperative departmental liaison with peers and staff, representatives of other municipalities, the private sector and the general public.
- Conduct a variety of research and analysis as requested.
- Perform other related duties as assigned.

**Qualifications and requirements**

- Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment and meet stringent deadlines.
- A self-starter with good critical thinking and problem-solving skills.
- Excellent communication skills with the ability to prepare reports and presentations on behalf of the department.
- Excellent interpersonal and team skills with the ability to deliver exceptional customer service both internally and externally.
- A high level of professionalism and be flexible in adapting to change.
- Ability to handle sensitive and confidential information.
- Advanced skills with Microsoft Office (Word, Excel, PowerPoint and Outlook).
- Ability to support departmental leadership in coordinating and monitoring departmental budgets.
- Knowledge and experience working in municipal government or the broader public sector would be an asset.
- Experience in Accessibility for Ontarians with Disabilities (AODA) requirements is an asset.

**Hours of work**
35 hours per week, Monday to Friday, between the hours of 8:30 a.m and 4:30 p.m. This position is eligible for hybrid and flexible work arrangement options (as per current corporate policy).

**Pay/Salary**
Non-Union Grade 2: $59,696.00- $74,620.00

**How to apply