Administrative Assistant

David Joseph & Company; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

A consulting firm in Toronto is seeking a skilled Administrative Assistant to perform a variety of secretarial and administrative functions, including maintaining confidentiality in labour relations. Candidates should possess a university degree or college diploma and have experience in record keeping and budgeting. The role requires strong communication skills and the ability to handle multiple tasks effectively. This position offers an opportunity to work in a dynamic environment supporting various municipal operations.

Qualifications

• Canadian Citizenship required.
• Experience maintaining records and budgets.
• Experience preparing background or briefing notes.

Responsibilities

• Perform a variety of secretarial and administrative functions.
• Exercise caution with confidential information regarding labour relations.
• Handle scheduling of appointments and ensure information is provided.
• Conduct background research and retrieve information on various issues.
• Screen and prioritize incoming mail, process correspondence.
• Monitor workflow of the unit and ensure policies adherence.
• Liaise with staff, elected officials, and the public.
• Prepare and process documents, reports requiring data analysis.
• Coordinate meetings and events, transcribe minutes as required.

Skills

Confidentiality

Communication

Record keeping

Multi-tasking

Education

University Degree or College Diploma

Job description

Job Description:

To perform a variety of secretarial/administrative functions including confidential work related to labour relations issues

• Performs varied administrative duties and clerical functions in connection with the operation of an organizational unit. May provide work direction and training to assigned staff.

• Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.

• Handles scheduling of appointments and ensures that the appropriate information is provided.

• Conducts background research, investigations and retrieves information on various issues.

• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.

• Ensures that the tracking and following up of requests is maintained and deadlines are met.

• Monitors and controls the workflow of the unit, ensuring adherence to relevant policies.

• Liaises with and exchanges information with all levels of staff, elected officials and the public.

• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data. Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.

• Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.

• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.

• Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.

• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.

• Assists with budget administration for the unit. Administers petty cash.

• Coordinates meetings, events and schedules. Takes/transcribed minutes as required.

• Maintains continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.

• Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, briefing notes. Formats Committee reports prior to signature.

Canadian Citizenship

University Degree or College Diploma

Experience maintaining records / budgets

Experience preparing background or briefing notes.