Administrative Assistant, Director of Employment & Social Services

Job Summary

Provides administrative support to the Director of Employment & Social Services and other areas within the Employment & Social Services Division. This position coordinates administrative processes, meetings, reports, correspondence, and special projects while supporting divisional operations and maintaining effective relationships with internal and external stakeholders. The role handles confidential and politically sensitive information and contributes to the efficient delivery of divisional services.

Duties & Responsibilities

• Organizes the Director's schedule, coordinating appointments, meetings and activities with internal and external stakeholders.
• Composes, prepares and distributes confidential correspondence, reports, presentations and other documentation on behalf of the Director.
• Researches issues, gathers background information, and organizes and maintains paper files and electronic records.
• Coordinates the preparation of Committee and Council reports, memoranda, budget schedules and special projects.
• Manages the Committee and Council report process for the Division by monitoring timelines, following up on report status and ensuring submission requirements are met.
• Supports members of the divisional leadership team with administrative and coordination activities.
• Responds to inquiries from elected officials, community agencies, service providers and other stakeholders, ensuring requests are addressed in a timely manner.
• Provides issues management support by tracking correspondence, messages and other communications, and ensuring the Director is informed of inquiries, issues and ongoing status.
• Coordinates divisional meetings, community meetings, staff meetings, management team meetings, working groups, training sessions and special activities.
• Assists with agenda preparation, presentation materials and minute taking, and ensures agendas and minutes are distributed in a timely manner.

Duties and Responsibilities Continued

• Provides administrative support and back-up coverage to other areas within Social & Community Services as required.
• Coordinates the editing, review and approval process for divisional policies, procedures and operational documents.
• Maintains confidential personnel, administrative and divisional records for the Director.
• Assists with onboarding and orientation activities for new divisional staff.
• Performs other duties as assigned. 

Skills & Qualifications

Essential

• Diploma in Office Administration or a combination of relevant experience and equivalent education will also be considered.
• Minimum five (5) years of progressive administrative experience supporting a senior-level position.
• Excellent written and verbal communication skills and strong interpersonal and customer service skills that include listening and problem solving with proven ability to maintain positive, professional working relationships with team members and internal/external stakeholders.
• Ability to work independently and collaboratively within a team environment.
• Excellent administrative, time management, organization/ planning and self-management skills.
• Experience with calendar management, meeting coordination, event planning, report preparation and project coordination.
• Strong organizational, decision-making and prioritization skills with the ability to manage multiple competing priorities.
• Ability to exercise sound judgment, tact and discretion when handling confidential and politically sensitive information.
• Advanced proficiency with Microsoft 365, including Word, Excel, PowerPoint, Teams, Forms, and Outlook.

Skills and Qualifications Continued

Preferred

• Knowledge of SAP and SharePoint would be an asset.
• Knowledge of Committee and Council reporting processes and procedures would be an asset.
• Experience working within a municipal government, public sector or social services environment would be an asset.
• Knowledge of Employment & Social Services programs and operations would be an asset.
• Experience supporting senior leadership within a large and complex organization would be an asset.

Working/ Employment Conditions

Working Conditions:

• Travel may be required between locations within Halton Region. The incumbent must supply their own transportation. The successful candidate will be required to attend meetings throughout the Region and may occasionally be required to attend meetings in the evening to support divisional activities.

• The incumbent may be required to fulfill roles and responsibilities outlined in the Halton Region Emergency Social Services plan. Roles and responsibilities may include coordinating an emergency social services response and on-call duties. Additional hours and shift work may be required to fulfill these functions.

Employment Conditions:

• Current (obtained within the past six (6) months), original and acceptable Criminal Records Check, by the first day of employment.