ABOUT THE ROLE:
Reporting to a Director, the Administrative Assistant 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’LL BE DOING:
Administrative and secretarial support to the Director:
Researches, writes, prepares and co-ordinates background material, presentations and/or briefing notes, for responses to inquiries and for meetings and reports.
Maintains schedules through Microsoft Outlook (Calendar).
Takes minutes at meetings and ensures mandatory background material is provided in advance of meetings and ensures follow up on outstanding matters.
Arranges meetings and training sessions, including contacting participants, booking meeting rooms, ordering refreshments and requesting audio/visual equipment.
Arranges travel and accommodation for the office of the Director as directed and arranges registrations at conventions/conferences.
Correspondence, Communications and Customer Service Functions:
Assists and facilitates communications between the Director and staff, politicians, outside agencies and the public.
Prepares confidential correspondence, documents and reports for the Director, including Council and Committee reports, charts and graphs.
Assists with projects, and inter-office committees, such as preparing from rough draft, formatting and circulating agendas and minutes, correspondence, reports and documents.
Transcribes, formats, proofreads, edits or revises correspondence, reports, spreadsheets and presentations.
Record Keeping and File Management Functions:
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.
Assists in managing contracts administered by the Director, including purchase orders, verifying invoices and maintaining project records
Performs other duties as assigned, in accordance with Branch and Department objectives.
WHAT WE’RE LOOKING FOR:
Successful completion of a Community College Business Studies Program or equivalent approved 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 and circulation of minutes with attention to detail and accuracy.
Demonstrated competency utilizing MS Office Software applications and proficiency in word processing, spreadsheet, scheduling and presentation software.
