Administrative Assistant

**Division**:
Infrastruture Planning & Development

**Important Notices & Amendments**:
**SALARY PENDING REVIEW**

**This position**currently falls within our hybrid model**, allowing the employee to**typically**work**a minimum of**50% of**your** time**at your regular work location and the other 50% of time at home.**

**Temporary Duration**:
Approximate Duration: 2 years

**About Us**:
Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high-quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.

For the Region's full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

**Don’t have every qualification?**

**Job Summary**:
Salary Pending Review

Reporting to the Director, the Administrative Assistant is responsible for providing a wide range of administrative support to the divisional leadership team and staff. This role involves managing complex calendars, scheduling meetings, managing confidential correspondence and preparing reports and presentations. This includes support in the planning, coordination, communication and implementation of divisional operations.

The Administrative Assistant provides high-level administrative support to the Director, ensuring efficient management of the Director's time, priorities, and operations. The Administrative Assistant serves as a key liaison between the Director and internal or external parties, ensuring clear communication and smooth workflow.

**Education**:

- Post-secondary diploma in Office/Business Administration or equivalent.
- Certification or additional training in relevant software required to perform the duties is preferred.
- An equivalent combination of education, experience and qualifications may be considered.

**Knowledge**:

- 3-5 years of experience performing administrative support to a multi-functional team, including extensive experience creating and formatting complex reports, correspondence, documents, financial records and meeting minutes. Municipal experience is considered an asset.
- Demonstrated experience in exercising independent judgement and discretion in dealing with confidential operational matters.
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) and various office equipment is required.
- Demonstrated initiative and proactive approach to issue management, problem solving and researching or investigating issues requiring resolution.
- Record/data management knowledge, including file management and using databases is essential.
- Knowledge of the Division, its strategic direction, programs and services is an asset.
- Knowledge of Niagara Region’s corporate management records system (CRMS) enhanced financial management system (EFMS), and time encoding software (Kronos) is an asset.
- Effective communication skills are required, including the ability to effectively communicate with staff, public officials, external stakeholders, and the public, through various channels, and drafting correspondence, presentations, and reports.
- Requires accuracy and attention to detail in creating documents/records, along with advanced editing and formatting skills.
- Time management and organizational skills, with ability to manage and reprioritize work demands, and under tight timelines.

**Responsibilities**:
**Provides day-to-day administrative support to the Director and divisional leadership, preparing confidential correspondence and reports (ensuring AODA compliance), coordinating meetings and events, conducting research and maintaining supplies and equipment. (50% of time)**:

- Prepares, formats and edits all forms of correspondence, reports and presentations, ensuring grammatical accuracy and AODA compliance.
- Schedules and coordinates appointments and meetings for divisional leaders and staff; prepares