Administrative Assistant Director Procurement

Regional Municipality of Peel • Brampton, ON

13d • Hybrid

About The Position

Reporting to the Director, Procurement, the Administrative Assistant provides comprehensive administrative and office support to ensure the effective and efficient operation of the Director’s office. This role plays a key part in maintaining organization, accuracy, and responsiveness while proactively identifying opportunities to improve divisional processes and overall efficiency.

Requirements

• A satisfactory Level 1 Criminal Record Check obtained directly from a police station (third-party background checks will not be accepted)
• Successful completion of a post-secondary secretarial or administrative assistant program, plus a minimum of three (3) years of relevant experience, or an equivalent combination of education and experience
• Advanced MS Office applications, especially MS Word, Excel, PowerPoint, Visio, SharePoint and OneDrive and SAP Success Factors
• Excellent verbal communication skills
• Strong writing skills
• Proven ability to problem-solve and be proactive
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

Nice To Haves

• Previous experience working for a manager, director or executive level position
• Public sector experience would be considered an asset

Responsibilities

• Monitor electronic inbox to and from the Director's office
• Organize and maintain the Director’s schedule, including meetings and activities, in response to requests from the Director and other internal and external stakeholders
• Prepare, distribute, and manage agendas and meeting materials; record minutes and action items, and ensure timely follow-up
• Stay informed of current issues and initiatives within the division to support effective decision-making
• Organize file systems in SharePoint, prioritizing, organizing and scheduling appointments, meetings, deadlines, etc.
• Maintain Divisional policies and procedures, ensure the completion of annual updates and upload to central SharePoint folder
• Determine type and complete document execution forms and routing to obtain appropriate signatures for agreements.
• Prepare and coordinate documents for DocuSign
• P-Card reconciliation as per Regional policy for Administrative Assistant and Director’s P-Card
• Reconcile computer inventory and cell-phones.
• Arrange travel and accommodation requirements for Director and staff attendances at conferences/ training including budget reconcilliation
• Provide coverage and coordination with the Administrative Assistants in Legislative Services
• Ensure divisional orientation presentations are updated semi-annually, and organization charts are current
• Ensure divisional staff and management telephone and distribution lists are current
• Ensure timely and sensitive paperwork is processed in an efficient manner; actively managing a follow-up system to ensure work proceeds in a smooth manner
• Maintain the divisional Position Management database (team restructuring, transfers, new hires, inactive and contract positions)
• Receive and respond to emails, stakeholder requests from Councillers, vendors and other external stakeholders, accurately documenting information or directing inquiries to the appropriate area within the organization.
• Maintain Council report agenda items, assist with eScribe approval routing
• Prepare a variety of correspondence, reports, and documents, including drafting original materials for the Director’s review and signature
• Develop presentation materials, including slides, spreadsheets, and other supporting documentation
• Support special projects and perform other related duties within the scope of the position, as required

Benefits

• Comprehensive Health, Dental, Vision benefit plan including psychological health, effective start date
• Automatic enrolment into OMERS pension plan (where applicable)
• Accrue Vacation on a monthly basis starting at 3 weeks per annum
• 3 Paid personal days and floating holidays
• Flexible hours supporting your wellness and wellbeing
• Annual performance review and merit increases based on performance
• Supportive leadership and a culture of respect and inclusion
• Access to tuition reimbursement (where applicable) and learning and development resources

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree