Job Opportunities Administrative Assistant (Term)

Position Summary

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive support to our Director of Finance and supplementary support to other leaders as required. The successful candidate will play a crucial role in managing the director's schedule, coordinating meetings, and facilitating effective communication within and outside the organization. Strong organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality are essential for success in this role.

Duties & Responsibilities

• Manage, organize and coordinate meeting and appointment schedules


• Full calendar management, making decision based on understanding of the priorities of the Director they support


• Provides logistical support for meeting and event organization such as confirm space, prepare agendas, assemble materials, ensure notices and information packages are sent out, and take meeting minutes


• Makes travel and accommodation arrangements for all staff


• Responds to requests for information or materials from both internal and external parties


• Builds and maintains relationships between and across business departments


• Manage records of ongoing project activities, perform accounting functions related to forecasting and variance management of the office’s budget


• Maintaining filing systems and a comprehensive bring forward system to track outstanding items for the work unit


• Provides core customer service to City staff, elected officials and external stakeholders


• Field and manage some challenging interactions with staff, politicians, residents, and business partners, understanding the perspective and position of the Director 


• Compose correspondence from very general instruction or in reply to written or enquiries; type, proofread and highlight a variety of materials including committee reports, general correspondence, and other technical material

Knowledge, Skills & Abilities

• This position requires basic departmental knowledge including field specific concepts, practices or tools


• Subject matter content knowledge includes office management and municipal government protocol, policy and procedures


• Knowledge of professional oral and written communication and accounting functions