Job Description

Job ID: 34770
Job Category: Administrative
Division & Section: Corporate Real Estate Management, Business Management
Work Location: METRO HALL, 55 John Street
Job Type & Duration: Full-time, Temporary (18 month) Vacancy
Salary: $62,480-$75,087
Shift Information: Monday to Friday, 35 hours per week per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 22-FEB-2023 to 08-MAR-2023

Are you a detail-oriented, seasoned administrative professional with solid experience supporting a professional team? If so, consider this exciting opportunity providing administrative support to the Director of Business Management in the Corporate Real Estate Management Division.

The Business Management unit within the Corporate Real Estate Management Division strives to support and improve business performance with a focus on business processes, fiscal stewardship, and leveraging industry expertise. The team is made up of a diverse group of professionals who deliver efficient administration, evaluate program effectiveness, conduct financial analysis and report on performance results, while ensuring industry best practices are incorporated into processes, services and standards throughout the division.

Major Responsibilities:

As the Administrative Assistant 2, you will be supporting the Business Management team, working in a high volume, time sensitive work environment. Core functions include proactively and effectively managing and coordinating calendars, prioritizing and tracking requests for follow-up, drafting correspondence, reports, and presentations and communicating in a professional manner. You will be required to assimilate high volumes of information, determine appropriate action, and represent the Business Management team by providing excellent customer service to various stakeholders.

Specifically, this role:

• Provides senior level administrative support on key initiatives and policies. Screens, reviews and prioritizes incoming correspondence and initiates responses. Prioritizes issues/items for action and decision making in connection with the operation of the organizational unit.
• Manages and schedules daily meetings, events and business-related activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests from staff across the unit and Division.
• Prepares and processes various confidential documents/statistical summaries/reports requiring the assessment and analysis of data, in support of business process reviews, program and service delivery changes, Auditor General Report Management, fraud action mitigation, etc.
• Drafts correspondence, composes letters and memoranda and routes or answers correspondence, including documents of a confidential nature.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.
• Exercises caution and discretion with labour relations, personnel and other confidential information.
• Effectively handles inquiries, complaints and requests from all levels of staff, other government agencies, media, elected officials or members of the public and resolves customer service issues.
• Coordinates meetings, special events, schedules, workshops, grievances, labour management meetings, food services, printing of conference materials, registration, etc.
• Prepares agendas, takes/transcribes minutes and follows-up taking action when necessary.
• Screens, checks work and financial signing documents for accuracy and conformity with policies and processes, and corrects/resolves outstanding/incorrect items prior to submitting for senior management approval.
• Coordinates responses for the Business Management unit on Divisional and Corporate level programs, ensuring the tracking and following up of requests and that deadlines are met.
• Monitors all key reports required for Committees and Council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact
  on operations.
• Prepares and organizes Council materials, including confidential and employment/labour relation matters, background, briefing notes. Formats Committee reports prior to signature.
• Coordinates, provides recommendations and maintains an efficient and effective
  record/retrieval system for the organizational unit.
• Assists with budget administration for the unit. Processes payments, maintains accurate accounting records and petty cash.
• Orders, maintains and acts as the Divisional lead related to the inventory of office supplies and equipment.
• Provides back up/support to other administrative staff within the Division as required.
• Other duties as required to support the Director of Business Management, the Business Management team and the Division.

How to Apply

Job Types: Temporary.

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