Administrative Assistant, Executive Offices

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 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 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 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 a comprehensive employer-paid 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 day-to-day 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

This position is responsible for providing administrative support to the Regional Chair and Chief of Staff including handling sensitive and confidential political issues conducting research and preparing documentation correspondence and minutes. Creates reports and presentations reviews and organizes materials for senior level executive meetings and briefs the Chief of Staff on matters of interest as appropriate. Responds to and/or redirects inquiries/communications; maintains office records management systems and completes special projects as assigned.

WHAT YOULL BE DOING

Provides administrative support to the Regional Chair and Chief of Staff.

Maintains the security and release of confidential/sensitive documents manages messages and ensures that the Regional Chair/Chief of Staff have background information; acts/responds and follows-up on email inquiries as necessary.

Prioritizes conflicting needs; handles confidential and sensitive matters expeditiously proactively and follows-through on projects to successful completion.

Coordinates meetings including booking facilities and services arranging registration travel and accommodation.

Prepares agendas on behalf of the Regional Chair and Chief of Staff for meetings as appropriate; follows up with appropriate parties including liaising with executives and senior management.

Reviews and organizes material brings forward and briefs Chief of Staff on matters of interest; attends meetings for the purpose of recording minutes and transcribes/distributes minutes to the appropriate individuals and ensures follow-up.

Researches and compiles background material for responses to inquiries or for issues and concerns raised by Regional Councillors Office of the CAO Commissioners etc. and for correspondence reports meetings and presentations for the Regional Chair.

Maintains administrative responsibility for the Regional Chair/Chief of Staff with external and internal working groups and coordinates action items and research from Senior Leadership Team and manages necessary travel arrangements.

Acts as communications link between the Regional Chair and Regional Councillors Office of the CAO Commissioners senior management external agencies government officials and public and ensures effective administrative and communication support.

Composes transcribes formats proofreads edits revises and distributes sensitive or confidential correspondence Committee and Council reports spreadsheets and presentation materials as directed.

Reviews and approves invoices received and cross-references to purchase order and ensures payment of Chairmans and Councils expenses.

• Attends off-site meetings/events with Regional Chair/Chief of Staff as required.
• Ensures that services provided meet Regional customer service standards.
• Participates on committees work groups task forces and special projects as assigned.
• Manages information in accordance with legislation and corporate standards.
• Performs other duties as assigned in accordance with Branch and Department objectives.

WHAT WERE LOOKING FOR

• Successful completion of a Community College Diploma in Business Studies or related field or approved equivalent combination of education and experience.
• Minimum five (5) years of progressively responsible relevant administrative experience with senior management/executive offices.
• Knowledge of general office procedures preparing documents and records management practices.
• Strong political acumen and ability to handle confidential and sensitive matters.
• Advanced proficiency in virtual platforms and MS Office Suite including the use of virtual platforms for conducting meetings and/or presentations.
• Demonstrated ability in the Regions core competencies.
• Demonstrated ability to research and gather information.
• Ability to manage daily workload set priorities and meet required deadlines with conflicting demands and changing priorities.
• Demonstrated writing skills to prepare draft correspondence and reports related to programs and services delivered using templates and from rough copy.
• Ability to maintain confidentiality and to use tact and discretion when dealing with matters of a highly sensitive nature.
• Excellent interpersonal skills and ability to connect with a range of internal and external stakeholders while focusing on fostering collaborative work relationships.
• Strong report writing research analytical and presentation skills and work to tight deadlines.
• Strong ability to develop relationships and work in a welcoming and inclusive environment where diversity is celebrated and where everyone can develop to their full potential.
• Valid Ontario Class G drivers license free of serious offences under the Highway Traffic Act.
• Ability to work outside regular business hours as required.