Executive Assistant
Executive Assistant
Posted on :
01-05-2025
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1 Vacancy
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Job Description
Description
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 thats expected to grow to more than 2 million by 2041. Our geography which is comprised of about 1800 square kilometers over nine different municipalities is as beautiful interesting and diverse as our government is organized in a twotier 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 Canadas 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 fulltime employee and includes employermatched contributions.
- Employer of Choice Recognized as the highestranking government employer in Canada and fourth overall among 300 organizations.
- Benefits and Wellness Employees and their loved ones have access to a comprehensive employerpaid benefits plan that includes extended health dental and life insurance access to a 24/7 Employee and Family Assistance Programand corporate discounts and purchase plans for daytoday products and services.
- Inclusive and Diverse Workforce Were 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 Chief Administrative Officer (CAO) the Executive Assistant is responsible for providing strategic and administrative support to the CAO including handling sensitive political and human resources issues; coordinating administrative and support functions for the Executive Offices; conducts research prepares agendas reviews and organizes materials for senior level meetings and briefings; responds to and redirects /communications; and completes special projects. This role acts as a strategic partner to the CAO proactively identifying opportunities to enhance efficiency leveraging technology and aligning with York Regions broader objectives such as sustainability equity and digital transformation.
WHAT YOULL BE DOING
- Strategic and Operational Support: Proactively identifies opportunities to streamline workflows anticipates challenges and provides strategic recommendations to support the CAOs priorities. Analyzes complex issues impacting daily operations and longterm goals offering actionable insights and problemsolving strategies.
- Research Analysis & Project Support: Conducts research and gathers background materials for meetings correspondence and reports. Supports special projects and crossfunctional initiatives using project management tools and data analytics platforms to monitor performance metrics and outcomes.
- Executive Communications & Confidential Administration: Drafts and manages confidential correspondence on behalf of the CAO. Prepares proofreads and edits communication materials including presentations emails Council reports and meeting minutes. Ensures secure handling and lifecycle management of sensitive documents.
- Meeting Coordination & Followup: Prepares agendas collects and organizes meeting materials attends meetings to take minutes and ensures followup on action items. Coordinates with internal and external stakeholders to keep the CAO informed and engaged in key matters.
- Office and Schedule Management: Strategically manages the CAOs schedule to prioritize highimpact activities and stakeholder engagement. Oversees office operations renovations and ensures continuous administrative support for Executive Offices.
- Financial Compliance & HR Administration: Reviews tenders contracts and other documents for CAOs signature ensuring compliance with financial policies. Supports authorization of leave training conferences and expenses for CAOs direct reports. Collaborates with Internal Audit to analyze financial data and ensure policy adherence.
- Stakeholder and Relationship Management: Liaises between the CAO Regional Chair senior leadership elected officials and the public to communicate expectations and foster constructive relationships. Coordinates with Regional staff to ensure the CAO is properly briefed.
- Leadership & Process Improvement: Chairs the Regional SMT Administrative Assistants Committee leading efforts to standardize and enhance administrative practices. Advises the CAO on continuous improvement and best practices across the organization.
- General Administrative Support: Provides guidance to the Executive Offices Administrative Assistant assists with scheduling and performs additional duties as needed to support divisional and departmental objectives.
WHAT WERE LOOKING FOR
- Successful completion of a Community College Diploma Program or University with a focus in Business Administration or approved equivalent combination of education and experience.
- Minimum five 5 years demonstrated experience in a progressively responsible senior administrative role.
- Knowledge of general office procedures including financial budget records and information management filing system and its integration in an executive office environment.
- Knowledge of and demonstrated ability in corporate core competencies including customer service communication teamwork initiative/selfmanagement accountability and flexibility/adaptability.
- Demonstrated political acumen in completion of activities.
- Clear understanding of executive office functions political framework and Department structure for the Region and its constituents affiliated municipalities provincial ministries and relevant agencies.
- Computer literacy and proficiency utilizing MS Office software applications including collaboration tools.
- Excellent interpersonal organizational time management and leadership skills. Liases fosters and maintains positive relationships with internal and external stakeholders.
- Skills and ability to accurately record committee minutes and general proceedings.
- Demonstrated ability to research and investigate issues make sound decisions to resolve problems and/or escalate as necessary.
- Ability to deal with sensitive or confidential matters with tact discretion and diplomacy.
- Ability to complete a high volume of work with accuracy and within prescribed deadlines in a fast pace highpressure environment.
- Ability to work outside normal business hours as required.
Employment Type
Full Time
Key Skills
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