Hybrid Administrative Assistant 2

Posted 2 weeks ago

Apply now

About the role

  • Reporting to various Deputy Chief Technology Officers and/or Directors in the Technology Services Division, the Administrative Assistant 2 performs varied administrative duties and program support functions.
  • Performs varied administrative duties and clerical functions in connection with the operation of the Technology Services Divisions.
  • May provide work direction and training to assigned staff.
  • Handles scheduling of appointments for the Deputy, Chief Technology Officer and/or Directors and ensures that the appropriate information is provided.
  • Coordinates meetings, events and schedules.
  • Takes/transcribed minutes as required.
  • Coordinates and maintains a complex record/retrieval system.
  • Maintains supplies and inventories.
  • Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature by the Deputy, Chief Technology Officer and/or Directors.
  • Assists with budget administration and the management of the sections Procurement Card expenses.
  • Conducts background research, investigations and retrieves information on various issues.
  • Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response on behalf of the Deputy, Chief Technology Officer and/or Directors.
  • Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.
  • Ensures that the tracking and following up of requests is maintained and deadlines are met.
  • Monitors and controls the workflow of the Technology Services Division, ensuring adherence to relevant policies.
  • Liaises and exchanges information with all levels of staff, elected officials and the public.
  • Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
  • Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence for the Deputy, Chief Technology Officer and/or Directors.
  • Exercises caution and discretion with labour relations, personnel and other confidential information.
  • Types correspondence including that of a confidential nature, such as disciplinary letters.
  • Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems.
  • Prepares presentation material utilizing detailed layout and formatting.

Requirements

  • Post-secondary education in Business Administration or a similar related discipline, or the approved equivalent combination of education and/or experience.
  • Experience in providing administrative assistance to senior management handling a broad range of administrative matters including complex calendar management, and triaging responses to emails.
  • Experience utilizing Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook); SAP (SuccessFactors); and ServiceNow.
  • Experience working with and preparing, complex reports, correspondence, and documents for management.
  • Experience taking minutes and handling confidential materials/information.
  • Experience with electronic filing systems, records retention policies & practices.
  • Excellent organizational and time management skills including attention to detail, ability to set priorities, meet deadlines, and deal with conflicting priorities and work demands.
  • Strong analytical and problem-solving skills in combination with the ability to handle sensitive issues using strong political acumen.
  • Ability to research and compile data in a timely fashion.
  • Ability to provide work direction to other support staff.
  • Excellent verbal & written communication skills.
  • Ability to work both independently and in a team environment to coordinate work assignments.

Benefits

  • Hybrid Work Policy
  • Equal opportunity employer
  • Accessible and inclusive organization

Job title

Administrative Assistant 2

Job type

Experience level

Mid levelSenior

Salary

CA$63,419 - CA$80,823 per year

Degree requirement

Associate's Degree

Tech skills

Location requirements

Report this job

See something inaccurate? Let us know and we'll update the listing.

Report job