Administrative Assistant, Director of Capital

**Administrative Assistant, Director of Capital**:
**As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. This position is eligible for our Hybrid Work Program.**

**Posting ID**: 3999
**Department**: Corporate Services
**Division**: Capital Construction & Realty
**Pay Range**: $63,651 - $79,564

**Job Type**: Permanent
**Hours of Work**: 35 hours per week
**Work Location**: 1151 Bronte Road, Oakville, Ontario
**Employee Group**: OCT
**Posting Date**:February 21, 2025
**Application Deadline**: March 2, 2025

Please be advised that the results of this competition may be used to fill subsequent vacancies of the same position within the next 18 months.

**Job Summary**:
This role provides administrative support to the Director of Capital Construction & Realty and various areas within the division.

**Duties & Responsibilities**:

- Providing clerical and administrative support to the Director of Capital Construction and Realty and other Divisional employees.
- Assists the Director and managers with calendar management, scheduling meetings, and coordinating with internal and external stakeholders.
- Prepares and distributes agendas, records meeting minutes, and circulates documentation as needed.
- Coordinates and works with various program staff including offices of the Regional Chair, CAO, Commissioner and Legal, Communications, and elected officials on a wide variety of matters and events.
- Coordinates the review, correction, and submission of Council Reports.
- Monitors and processes legal and funding agreements and contracts for execution.
- Assists in tracking deliverables for ongoing and special projects, ensuring timely completion.
- Drafts, reviews, and distributes correspondence, including sensitive and confidential materials.
- Prepares and submits HR Action Forms and assists with on-boarding and off-boarding of divisional staff, and maintain various logs and position numbers
- Coordinates staff meetings, team events and various proceedings throughout the year.
- Updating monthly divisional Organizational Charts and divisional directory.
- Manages the divisional filing system, both electronic and paper files, ensuring records are maintained in accordance with the corporate retention schedule.
- Prepares and maintains vacation and time off logs for administrative staff, management and support staff.
- Regularly identifies opportunities to enhance efficiency and contribute to continuous improvement initiatives.
- Performs other duties as assigned

**Skills & Qualifications**:

- Completion of a post-secondary program in business or office administration. A minimum of five (5) years of administrative experience.
- Proven experience in project coordination, budget and expense management, and calendar oversight.
- Strong attention to detail, with the ability to manage confidential and politically sensitive information related to employees, programs, and projects.
- Excellent organizational and decision-making abilities, with a high level of political acuity.
- Strong ability to prioritize multiple competing tasks, coordinate various committees, and engage with internal and external stakeholders using sound judgment and discretion.
- Comfortable working independently with mínimal supervision while also thriving in a team environment.
- Exceptional written and verbal communication, interpersonal, and customer service skills.
- In accordance with requirements in Ontario Regulation 191/11 - Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
- Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.

Halton Region serves more than 650,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment.