Administrative Assistant to Director

Status - Temporary Full-Time - Temporary - Approximate length of assignment, in months - 18 - Type of Position - a Replacement - Start Date - Immediate - Salary - Per hour - Salary Grade - $66,833.00 - $75,892.00 - Department - York Region -> Corporate Services -> Corporate Communications - Location - Corporate Communications - 17250 Yonge Street - Newmarket, ON L3Y 6Z1 CA (Primary) - Job Description (E) **ABOUT US** Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada - and the fastest growing with a population that’s expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources. **WHAT WE OFFER** Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace - aligned with our vision to create strong, caring and safe communities both within and outside our walls. - **Defined Benefit Pension Program** - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions. - **Employer of Choice** - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations. - **Benefits and Wellness** - Employees and their loved ones have access to an employee health care spending account, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services. Casual employees are eligible to receive payment in lieu of benefits and/or vacation. - **Inclusive and Diverse Workforce** - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership. **ABOUT THE ROLE** Reporting to the Director, Corporate Communications, is responsible for providing administrative and clerical support including handling sensitive political and human resource issues; researching and compiling background information; arranging meetings and appointments; taking formal minutes at meetings; maintaining office administration and records management processes and procedures; responding to and/or redirecting inquiries/communications; and completing special projects, as assigned. **WHAT YOU WILL BE DOING** - Provides administrative and secretarial support. - Researches, writes, prepares and coordinates background material, presentations and/or briefing notes, for responses to inquiries and for meetings and reports. - Maintains schedules through Microsoft Outlook (Calendar). - Produces and distributes documents, including Committee and Council reports, as directed. - Assists and facilitates communications between management and staff, elected officials, outside agencies and the public. - Prepares confidential correspondence, documents and reports including Council and Committee reports, charts and graphs. - Maintains office records management system which includes a bring forward and follow up tracking system to ensure that appropriate action is taken; creates and maintains databases; prepares documentation for storage and/or retrieval of off-site documents using the Corporate Records Management system; assists in maintaining a library; and ensures consistent standards and appropriate training of staff for documents produced by the Branch or Division. - Assists in managing contracts administered including purchase orders, verifying invoices and maintaining project records. - Identifies best practices and procedures in office administration and programs and implements changes. - Performs other duties as assigned, in accordance with Branch and Department objectives. **WHAT WE ARE LOOKING FOR** - Successful completion of a Community College Diploma in Business Studies or related field or approved equivalent combination of education and experience. - Minimum three (3) years progressively responsible administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment. - Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation