Administrative Assistant to Director
Administrative Assistant to Director
Posted on :
24-07-2025
Employer Active
1 Vacancy
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Job Description
Description
POSITION PURPOSE:
Reporting to the Director Strategies and Partnerships is responsible for providing administrative and clerical support including handling sensitive political and human resource issues; maintaining and tracking all reports coming in and out of the office; 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.
Reporting to the Director Strategies and Partnerships is responsible for providing administrative and clerical support including handling sensitive political and human resource issues; maintaining and tracking all reports coming in and out of the office; 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.
MAJOR RESPONSIBILITIES
- Provides administrative and secretarial support to the Director or MOH/AMOH as related to the applicable office and portfolio.
- Assists in researching and gathering background materials; edits documents and/or ensures required presentations and/or briefing notes are available in a timely manner.
- Researches writes prepares and coordinates background material presentations and/or briefing notes for responses to inquiries and for meetings and reports.
- Assists and facilitates communications between the Director or MOH/AMOH and staff elected officials outside agencies and the public.
- Prepares confidential correspondence documents and reports for the Director or MOH/AMOH including Council and Committee reports charts and graphs.
- Receives redirects and responds to communications addressed to the Director or MOH/AMOH or GM and takes appropriate action to ensure urgent matters are dealt with quickly.
- 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 by the Director or MOH/AMOH including purchase orders verifying invoices and maintaining project records.
- Identifies best practices and procedures in office administration and programs and implements changes.
- Provides set up and orientation for new staff as required.
- Performs other duties as assigned in accordance with Branch and Department objectives.
QUALIFICATIONS
- 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 and circulation of minutes with attention to detail and accuracy.
- Knowledge of general office procedures preparing documents and records management practices.
- Knowledge of Department and Branch services and programs and ability to relate information to meet customer needs.
- Knowledge of and demonstrated ability in corporate core competencies including customer service communication team work initiative self management accountability and flexibility/adaptability.
Required Experience:
Director
Employment Type
Full Time
Key Skills
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