Administrative Assistant to the Director

Regional Municipality of Peel • Mississauga, ON

7h • CA$71,549 - CA$89,436 • Hybrid

About The Position

The Administrative Assistant to the Director of Housing provides confidential administrative support to the Director and management team, contributing to the effective operation of the division. This role requires strong organizational skills, political acuity, the ability to manage sensitive matters, coordinate responses to political and stakeholder inquiries, support issue management activities, and work effectively in both a unionized and non-unionized environment while adhering to collective agreement processes and corporate policies.

Requirements

• A satisfactory Level 1 Criminal Record Check obtained directly from a police station (third-party background checks will not be accepted).
• Completion of a post-secondary diploma in office administration or a related field, or an equivalent combination of education and experience.
• Minimum 3 years of administrative support experience, preferably within a government or public sector environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SAP, eScribe for Council Reports, Visio and other relevant software applications.
• Knowledge of general office procedures and practices.
• Problem-solving and analytical skills.
• Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• Strong written and verbal communication skills, including professional telephone etiquette.
• Exceptional attention to detail and accuracy.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.
• Excellent interpersonal and customer service skills with the ability to interact effectively with a diverse range of individuals.
• Ability to work independently and as part of a team.
• Ability to adapt to changing priorities and work under pressure.
• Strong work ethic and a positive attitude.
• Ability to take initiative and be proactive.
• Commitment to continuous learning and professional development.
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.

Nice To Haves

• Familiarity with municipal government operations and processes is an asset.

Responsibilities

• Provide a wide range of administrative and clerical support, including but not limited to: Managing and maintaining departmental calendars, scheduling meetings, and coordinating appointments.
• Preparing agendas, taking and distributing meeting minutes, and following up on action items.
• Drafting, formatting, and proofreading correspondence, reports, presentations, and other documents.
• Managing and organizing electronic and paper filing systems, ensuring information is easily accessible and confidential.
• Processing incoming and outgoing mail, including sorting, distributing, and preparing documents for mailing.
• Answering telephone calls, screening inquiries, and directing calls to the appropriate personnel.
• Greeting and assisting visitors in a professional and courteous manner.
• Managing office supplies and ensuring adequate inventory levels.
• Processing purchase orders, invoices, and expense reports in accordance with municipal policies and procedures.
• Maintaining and updating departmental databases and records.
• Provide excellent customer service to the public, other municipal departments, and external organizations by responding to inquiries, providing information, and resolving issues in a timely and professional manner.
• Assist with the preparation and coordination of departmental events, workshops, and meetings.
• Maintain confidentiality of sensitive information and adhere to all municipal policies and procedures.
• Operate and maintain office equipment, including computers, printers, photocopiers, and fax machines.
• Assist with special projects and other duties as assigned.
• Contribute to a positive and collaborative work environment.
• May be required to assist with front counter duties and provide information to the public.
• Maintain awareness of relevant municipal bylaws, policies, and procedures.

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 (where applicable) starting at 3 weeks per annum
• 3 Paid personal days and floating holidays (non-union)
• Flexible hours supporting your wellness and wellbeing (non-union)
• Annual performance review and merit increases based on performance (non-union/ where applicable)
• 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: Mid Level
• Education Level: Associate degree