Administrative Assistant

Posted Wednesday, September 11, 2024, 11:00 PM | Expires Thursday, October 3, 2024, 10:59 PM

Located within the traditional land of the Anishnaabek, Haudenosaunee and Wendat-Wyandot-Wyandotte peoples, the Town of The Blue Mountains is a four-season community with stunning natural features, including the Niagara Escarpment, Beaver Valley and the Georgian Bay shoreline. Internationally recognized as a four-season tourism destination, The Blue Mountains offers a high-quality lifestyle that caters to families looking to build a solid foundation, adventurers looking to go off the beaten path and relaxation seekers taking in and experiencing the very best the area has to offer.

The Town is looking for people with a shared commitment to building a sustainable community, as well as shared values of integrity, inclusivity, excellence, accountability, and stewardship for the well-being of our residents.

Come gain a unique experience in the 2nd fastest growing municipality in Canada

Position Summary:
This Administrative Assistant role supports both the Mayor and the Director of Strategic Initiatives, playing an integral role in maintaining efficient and effective administrative operations This position demands an individual with exceptional organizational and communication skills, capable of handling diverse tasks with a high degree of discretion. The role entails managing complex schedules, preparing detailed documents, overseeing communication channels, and facilitating smooth interactions between various stakeholders. By proactively addressing administrative needs, the Administrative Assistant enables the Mayor and Director to concentrate on strategic priorities and initiatives, thereby contributing to the overall success and efficacy of the municipality's operations.

Key Duties and Responsibilities:

- Provide administrative support to the Director of Strategic Initiatives, other Divisional staff and the Mayor while handling sensitive information with the utmost confidentiality.
- Manage calendars for the Director of Strategic Initiatives and the Mayor by scheduling appointments and preparing associated agenda packages as required.
- Coordinate registration for conferences, training sessions and workshops including making necessary travel and accommodation arrangements for the Director of Strategic Initiatives and the Mayor.
- Draft, proofread, edit, and format correspondence, reports, presentations, and other documents as required.
- Maintain Department records in accordance with the Town’s TOMRMS filing and record management system for both physical and electronic files.
- Coordinate all orders for Office Supplies for the Strategic Initiatives Department and Mayor’s Office as needed.
- Assist with organizing and coordinating events, workshops, community meetings, etc. and provide logístical support including venue setup, technology setup, and arranging catering.
- Responsible for ensuring the successful coordination between the Mayor’s Office and the Strategic Initiatives Department on events, initiatives, formal statements, etc.
- Responsible for remittance of monthly Director/own and Department Staples P-card reconciliation to Financial Services and assisting the Mayor with expense reports.
- Assist the Director of Strategic Initiatives and Departmental staff in the completion of Staff Reports, Public Meeting Notices, presentations, policies and by-laws ensuring proper formatting and accessibility and timely submission to the Clerks Division.
- Assist the Director of Strategic Initiatives with the scheduling and document preparation for the annual Performance Review process.
- Assist the Director of Strategic Initiatives with the recruitment and orientation process for new Departmental staff.
- Assist with the development and standardization of departmental policies and procedures.
- Provide exceptional customer service to community members, stakeholders and internal customers.
- Act as a liaison between the Mayor and the Director of Strategic Initiatives, and staff, stakeholders and the public.
- Schedule, coordinate and prepare information and reports for department meetings, committees, project teams, and other department and/or public meetings as required.
- Foster positive relationships within the community, handling inquiries and concerns with empathy and efficiency.
- Responsible for ensuring documents within the Strategic Initiatives Department are in an accessible format, as per the Accessibility for Ontarians with Disabilities Act (AODA), including the Policies, Staff Reports, New Releases, and all material posted to the Town’s website.
- Responsible to be a proactive and engaged member of the team. Provide assistance in a respectful and professional manner to the team in reaching our goals. This assistance may include: backing up other staff, responding to queries and providing advice to staff.

What you will need:

- Requires successful completion of a minimum two-year college progra