Executive Administrative Assistant Regional Chair
About The Position
Executive Administrative Assistant to the Regional Chair Office of the Regional Chair Status: Contract Full Time (Assignment up to 18 months) Salary Range: $75,695 - $94,621 per annum (plus comprehensive benefits, where applicable) Hiring Range: $75,695 - $85,159 per annum Work Mode: Hybrid see below for more details about this work mode. Location: 10 Peel Centre Drive, Brampton ON Hours of work: 35 hours per week. Reporting to the Chief of Staff, the Executive Administrative Assistant provides confidential and administrative support to the Regional Chair and the Office of the Chair. The role is responsible for managing the Chair’s schedule, coordinating meetings and correspondence, and supporting the planning and delivery of special projects. The successful candidate will operate in a fast-paced, politically sensitive environment requiring a high degree of professionalism, discretion, and sound judgment.
Requirements
- Post-secondary diploma in Business Administration or a related field with a minimum of four (4) years of senior administrative experience, preferably within the public or municipal sector. Combination of education and experience may be considered.
- A satisfactory Level 1 Criminal Record Check obtained directly from a police station (third-party background checks will not be accepted).
- Knowledge of municipal governance, political structures, and corporate policies and procedures
- Advanced proficiency in Microsoft Office applications
- Strong organizational, analytical, and problem-solving skills
- Excellent communication and interpersonal skills
- Demonstrated ability to manage multiple priorities and meet tight deadlines
- High level of professionalism, confidentiality, discretion, tact, and diplomacy
- Strong customer service orientation and ability to work collaboratively
- Ability to work outside regular business hours, as required
Nice To Haves
- Experience supporting senior leaders in a political or executive environment is preferred
Responsibilities
- Manage the Regional Chair’s calendar, including scheduling and coordinating internal and external meetings
- Prepare and compile background materials, briefings, and relevant documentation for meetings and events
- Review, prioritize, and manage incoming correspondence, including email and mail, ensuring timely action and follow-up
- Track and coordinate responses to action items, ensuring deadlines are met
- Arrange travel, logistics, and accommodations for the Regional Chair and Office staff
- Provide administrative support for projects and initiatives within the Office of the Chair
- Coordinate meetings, events, and related logistics
- Maintain accurate records, files, and documentation in accordance with corporate policies and legislative requirements
- Process financial transactions including expense reconciliations, invoices, purchasing card statements, and requisitions
- Process Regional Councillor expense claims
- Maintain and update key contact lists
- Respond to phone inquiries and provide general office support
- Liaise with Council members, staff, and stakeholders, and support responses to resident and constituency inquiries
- Monitor Council and Committee activities to maintain awareness of emerging issues
- Provide coverage and support within the Office as required
- Perform other duties as assigned
- Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias
Benefits
- Comprehensive Health, Dental, Vision benefit plan including psychological health, effective start date
- Eligible to enroll into OMERS pension plan
- 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
- Supportive leadership and a culture of respect and inclusion
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
