Administrative Assistant, Director of Human Resources
Halton Region is committed to fostering a diverse, inclusive, and equitable workplace that reflects the communities we serve. We value, welcome and respect the unique perspectives and contributions of all individuals. We encourage applications from Indigenous Peoples (First Nation, Métis, Inuit), Black and racialized persons, persons with disabilities, women, and members of the 2SLGBTQ+ community. Accommodations are available at any point upon request for candidates participating in the selection process.
As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. This position is eligible for our Hybrid Work Program.
Posting ID: 4337
Department: Corporate Services
Division: Human Resource Services
Pay Range: $63,651 - $79,564
Job Type: Temporary > 1 year
Contract Duration: up to 12 months
Hours of Work: 35 hours per week
Work Location: Halton Regional Center, 1151 Bronte Road, Oakville
Employee Group: OCT
Posting Date: June 16, 2025
Application Deadline: June 27, 2025
Please be advised that the results of this competition may be used to fill subsequent vacancies of the same position within the next 18 months.
If this position becomes eligible to be filled permanently, the successful candidate from this competition may be appointed to the role.
If you’re enthusiastic about the opportunity to work with Halton Region but don’t meet every qualification listed, we still encourage you to apply! This position may be eligible for an underfill opportunity for candidates who do not meet every qualification. We’re always on the lookout for exceptional talent to join our team!
Job Summary
The position provides administrative support to the Director of Human Resources as well as other areas with the Human Resources division.
Duties & Responsibilities
- Provide high-level administrative support to the Director of Human Resources, including calendar management, meeting coordination, and preparation of briefing materials.
- Act as the primary point of contact for internal and external stakeholders on behalf of the Director, exercising discretion and professionalism.
- Draft, format, and proofread correspondence, presentations, reports, and other documents to support departmental initiatives.
- Coordinate HR leadership meetings, including agenda development, minute-taking, and tracking of action items.
- Maintain and organize confidential files and records, ensuring compliance with corporate policies and privacy standards.
- Support the implementation and communication of HR strategic priorities and projects.
- Assist with departmental budget tracking, invoice processing, and procurement documentation.
- Liaise with administrative staff across departments to support cross-functional coordination and efficient operations.
- Monitor timelines and deliverables related to HR programs and project plans.
- Support the Director in workforce planning, departmental reporting, and data analysis as required.
- Anticipate administrative needs and proactively streamline office procedures to optimize efficiency.
- Coordinate events and initiatives including Coffee Connections, All-HR Meetings, and recognition activities.
- Administer COMPASS for the HR Division and CAO’s Office; manage E-Bid coordination, travel and visa reconciliation, and the workflow of staff reports for Council and Committees.
- Support executive recruitment activities and related scheduling and communication tasks.
- Ensure timely follow-up and execution of procurement, IT, facilities, and administrative requests across the Division.
- Uphold inclusive and equitable practices in line with the Region’s EDI objectives.
- Perform other related duties as assigned, contributing to a positive and high-performing HR team environment.
Skills & Qualifications
- Diploma in Office Administration or an equivalent combination of education and experience.
- Minimum of five (5) years' experience providing senior-level administrative support.
- High degree of professionalism, judgment and discretion in managing complex administrative processes in a dynamic environment.
- Experience supporting senior executives, managing competing priorities and handling confidential and sensitive information.
- Advanced proficiency in Microsoft Office Suite, SAP, and COMPASS.
- Excellent organizational and interpersonal skills.
- Demonstrated commitment to equity, diversity and inclusion and the ability to work both independently and as part of a collaborative team.
- Prior experience in a human resources or public sector environment is a strong asset.
Important information about your application:
- In accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
- Please submit your application online. We will accommodate individual needs for applicants with disabilities and others who are not able to apply online. If you experience any issues with submitting your application, please contact HR Access at 905-825-6000 extension 7700.
- Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.
- We encourage applications from all qualified individuals; however, only those under consideration will be contacted.
- Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.
- If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.
Halton Region serves more than 650,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment.
