ADMINISTRATIVE ASSISTANT 2

Why this role matters?

By enabling strong coordination, effective communication, and seamless executive support, you will play a key role in helping the Technology Services Division deliver on its priorities. Your work will contribute to more efficient operations, better alignment across teams, and ultimately support how the City delivers accessible, reliable, and forward-looking services to residents.

Major Responsibilities

Executive & Operational Support
You will provide comprehensive administrative and operational support to senior leadership, ensuring the smooth and efficient functioning of the unit. Acting as a central point of coordination, you will manage complex calendars, organize meetings and events, and ensure leaders are well-prepared with the information and materials they need to make informed decisions.

Information Management & Coordination
You will play a key role in managing the flow of information by screening, prioritizing, and responding to correspondence, tracking requests, and ensuring deadlines are met. This includes handling sensitive and confidential information with a high level of discretion and professionalism.

Reporting, Communications & Presentations
You will draft and prepare a range of materials, including correspondence, reports, briefing notes, and presentations. You will conduct background research, gather and investigate information on a variety of issues, and analyze and compile data to support decision-making. You will ensure all documentation is accurate, complete, and aligned with relevant policies, procedures, and standards.

Council & Stakeholder Support
You will contribute to the preparation and coordination of Council and Committee materials, including confidential and labour relations content. You will liaise with a wide range of stakeholders, including staff at all levels, elected officials, external partners, and members of the public, responding to inquiries and facilitating effective communication.

Office Operations & Financial Administration
You will help maintain organized record management systems, oversee workflow tracking, and support day-to-day office operations, including supplies and inventory. You will also assist with financial administration activities such as budget tracking and petty cash.

Team Support & Continuous Awareness
You will contribute to a collaborative team environment by providing guidance and support to administrative staff where required. You will maintain awareness of municipal priorities, divisional structures, and administrative processes to ensure effective and informed support.

Key Qualifications:

Your application for the role of Administrative Assistant 2 should describe your qualifications as they relate to:

Post-secondary education in Business Administration or a similar related discipline, or the approved equivalent combination of education and/or experience.
Considerable 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.