Administrative Assistant to Director

York Region (The Regional Municipality of York); Newmarket; Hybrid; CAD 72,000 - 81,000; Full time

Job summary

York Region is seeking an Administrative Assistant to the Director of Property Services in Newmarket, ON. This regular full-time role requires handling confidential material, preparing minutes, and scheduling meetings for the Director and branch staff.

You will maintain filing systems, compile reports, and support various financial and administrative tasks while ensuring professional communication with internal and external stakeholders. Hybrid work is possible.

Qualifications

• Completion of a Community College Diploma in Business Studies or related field.
• Minimum three years administrative experience.
• Experience organizing meetings, agendas, minutes.
• Ability to maintain confidentiality and discretion.

Responsibilities

• Provide administrative support to the Director, Property Services Branch.
• Prepare and edit Council reports, briefing notes, and minutes.
• Schedule meetings and manage filing and correspondence.
• Handle inquiries and coordinate with stakeholders.
• Manage mail and office supplies and related logistics.

Skills

Meeting coordination

Confidentiality

Interpersonal skills

Attention to detail

Education

Business Studies diploma

Job description

Administrative Assistant to Director - (9783)

Job Title

Administrative Assistant to Director

Status

Regular Full-Time

Temporary - Approximate length of assignment, in months

Type of Position

a Replacement

Start Date

Immediate

Annually

Salary Grade

$71,766.00 - $81,494.00

Department

York Region -> Corporate Services -> Property Services

Location

Hybrid work opportunities may apply - CA
Property Services-Admin - 145 Harry Walker Parkway - Newmarket, ON L3Y 7B3 CA (Primary)

Job Description (E)

ABOUT US

Almost 1.3 million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2051. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Recognized by Forbes as one of Canada’s Best Employers, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipal Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health, dental and life insurance, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services.
• Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

Reporting to the Director, Property Services Branch, provides administrative and clerical support including handling sensitive political and property matters, preparing, editing, documentation including Committee and Council reports, and Briefing Notes, taking formal minutes at meetings, scheduling meetings and appointments, maintaining filing systems, conducting research, responding to and/or redirecting inquiries/communications and completing special projects as assigned.

WHAT YOU'LL BE DOING

• Provides clerical and administrative support to the Director, Property Services Branch, related Branch Management and branch staff.
• Responsible for the security and release of confidential/sensitive documents including proposed land and property acquisition/disposal and Leases.
• Searches and compiles background material for responses to queries, correspondence, reports and meetings.
• Manages financial systems activities for the Branch in accordance with Regional directives, practices, and GAAP, maintaining accounts payable, receivable & purchasing and contract administration system.
• Co-ordinates financial and statistical reporting processes in a timely fashion to the appropriate Managers and Director.
• Prepares subsidy, financial, statistical and cash flow reports. Monitors, controls and balances all cash transactions for the Department.
• Photocopies, collates, faxes, and otherwise dispatches documents and correspondence as required and makes arrangements for large copying jobs with Print Room.
• Arranges meetings including all associated logistics. Takes minutes at meetings as required.
• Prepares, edits correspondence, Council and Committee reports, Briefing Notes, charts, graphs, etc.
• Answers telephone calls, assists callers by directing the call to the appropriate person or responding to routine inquiries and requests for information, relays messages to the appropriate person if they are unavailable and welcomes and assists visitors.
• Handles difficult inquires and requests from the public and Regional staff on property related issues in an expeditious, tactful, and pleasant manner.
• Responsible for the collection and distribution of incoming mail, and preparation and arrangement for delivery of outgoing mail. Prepares costing record for out-going mail.
• Maintains filing systems and files correspondence, reports, and other documents.
• Monitors and maintains office supplies and ensures effective functioning of office equipment, including ordering supplies, arranging for any necessary repairs, verifying items and invoices received and processing return and/or incorrect orders.

WHAT WE'RE LOOKING FOR

• Successful completion of a Community College Diploma in Business Studies or related field or equivalent approved combination of education and experience.
• Minimum three (3) years progressively responsible administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment.
• Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation, and circulation of minutes with attention to detail and accuracy.
• Knowledge of general office procedures, preparing documents and records management practices.
• Ability to demonstrate the Region’s core competencies.
• Ability to maintain confidentiality and to use tact and discretion when handling difficult inquires and dealing with matters of a highly sensitive nature.
• Excellent interpersonal skills and ability to connect with a range of internal and external stakeholders while focusing on fostering collaborative work relationships.

Scheduled Weekly Hours

35

Scheduled Shifts

8:30 - 16:30

Operational Hours

Close Date

September 22, 2026

# of Hires Needed

1

Union

Non Union Staff

York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email [e-mail] or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.