Administrative Assistant, Engineering Services

City of Burlington; Burlington; Hybrid; CAD 61,000 - 77,000; Full time

Job summary

The City of Burlington is seeking a dedicated Administrative Assistant for its Engineering Services department. This role is crucial in providing high-level administrative and organizational support to ensure the smooth functioning of the department. The successful candidate will manage communications, assist in budget preparations, and coordinate important departmental initiatives, contributing to a progressive workplace committed to public service.

Benefits

Flexible working hours

Great pension and benefits package

Programs to foster innovation and leadership

Qualifications

• More than two up to four years of experience providing executive level support.
• Strong proficiency in Microsoft Office Suites.
• Ability to thrive in a high-volume workplace with multiple deadlines.

Responsibilities

• Provides high-level administrative support to the Director.
• Coordinates municipal permits and manages related communications.
• Serves as Emergency Operations Centre (EOC) Scribe as required.

Skills

Analytical Skills

Organizational Skills

Diplomacy Skills

Education

Two-year College Diploma in Business Administration

Tools

Microsoft Office Suite

Job description

Position Type: Regular Full Time (RFT)

Closing Date: June 22, 2025

Salary/Wage Range: $61,424.00 - $76,780.00

Please note: the Salary/Wage Range is currently under review.

Hours of Work: 35 hours per week

Department: Engineering Services

Working for the City of Burlington

A great career is closer than you think. Come work for the City of Burlington, where you'll be joining an innovative and progressive workplace focused on building a 21st century city that respects the diversity of our residents, visitors and employees; and prioritizes continuous opportunities for you to learn and grow.

We don't just spend time attracting the best talent. We spend time and resources to keep the best talent. This may include: flexible working hours, mobile and hybrid working arrangements, a great pension and benefits package, as well as programs to foster innovation and leadership.

Location

This position is eligible for a hybrid work model. Your primary office location will be based out of City Hall located at 426 Brant Street, Burlington, ON. Work location is subject to change at the discretion of the City due to operational demands. Effective January 2026 this role will be in person a minimum of 10 days per month.

Position Overview

The Administrative Assistant, Engineering Services provides high-level administrative and organizational support to ensure the smooth functioning of the Engineering Services Department. This position supports the Director’s communications and calendar, organizes meetings, prepares documents, handles confidential information, and facilitates interactions with internal and external stakeholders. The Administrative Assistant also administers all permits and related communication for Engineering Services and operates the Point of Sale (POS) system and coordinates related matters with the Finance Department. This position directs customer and council inquiries to the appropriate section manager and provides some administrative support to the Engineering Services Leadership Team. The role requires professionalism, discretion, and the ability to act proactively on behalf of the Director.

Responsibilities

The Administrative Assistant, Engineering Services:

• Provides comprehensive administrative support to the Director, including managing emails, calendars, scheduling appointments, and coordinating meetings.
• Drafts and reviews correspondence such as emails, memos, and reports on behalf of the Director, Engineering Services, ensuring professionalism, discretion, and accuracy.
• Prepares, coordinates, proofreads, and finalizes council reports, presentations, agendas, meeting minutes, and other correspondence.
• Tracks and follow up on action items and deadlines for the Director and team, ensuring timely completion and reporting.
• Coordinates leadership vacation schedules and Acting Director assignments; proactively manage annual staff reporting processes and associated deadlines.
• Handles confidential and sensitive information with discretion, particularly in areas involving staffing, labour relations, legal matters, and zero tolerance issues.
• Supports the preparation and monitoring of the Director’s operating budget and expense submissions, ensuring alignment with financial guidelines.
• Administers and tracks training and conference requests and approvals for departmental staff.
• Contributes to special assignments and departmental initiatives as directed, supporting both daily operations and broader strategic projects.
• Coordinates and administers municipal permits including Municipal Consent, Grading and Drainage Clearance Certificates, Driveway, and Private Permits, and manage associated payments through the POS system and AMANDA.
• Provides frontline communication and customer service, acting as a primary point of contact for internal and external stakeholders, including residents, City Council, and other departments.
• Delivers high-level administrative support to the Engineering Services department, including payment coordination, document administration via DocuSign, supply ordering, and onboarding of new staff.
• Serves as Emergency Operations Centre (EOC) Scribe as required, supporting the City’s EOC and Emergency Control Group by preparing agendas and documenting meetings.

Requirements

The successful incumbent will have a two (2) year College Diploma in Business Administration, or a related field. More than two (2) up to four (4) years of experience providing executive level support at the Director level, paired with exceptional analytical, organizational, and diplomacy skills. Ability to work well under pressure, complete multiple assignments and thrive in a high-volume workplace with multiple deadlines and a necessity for a high degree of accuracy and attention to detail. Strong proficiency using Microsoft Office Suites (Word, Excel, Outlook and PowerPoint). Experience using Workday or financial reporting software is considered an asset.

Accommodations

In accordance with the Accessibility for Ontarians with Disabilities Act, the City of Burlington accommodates the individual needs of applicants with disabilities within the recruitment process. Please call us at 905-335-7602 or email us at: [e-mail] if you require accommodation to ensure your equal participation in the recruitment and selection process.

Note to Applicants:

We thank all those who apply for positions, but only those applicants who are invited for an interview will be contacted.