Special Projects Assistant

City of Richmond Hill; Richmond Hill; On-site; CAD 52,000 - 70,000; Full time

Job summary

The City of Richmond Hill seeks a Special Projects Assistant to provide administrative, research, and operational support to the Director, Recreation and Culture and staff on divisional initiatives. You will assist with research, documentation, meeting coordination, project tracking, and preparation of materials to support effective project execution.

The role requires strong organizational skills, proficiency in Microsoft Office, and the ability to work collaboratively in a team while meeting

Qualifications

• Post-secondary education or in progress in public administration, business administration, recreation, cultural services, or related field.
• 2 years of related administrative or project support experience (including co-op, internship, or volunteer work).
• Coursework or training in project management or municipal administration.

Responsibilities

• Provide administrative and logistical support for special projects and divisional initiatives.
• Assist with research, data collection, and compilation of information to support project work.
• Prepare briefing notes, reports, presentations, and meeting materials.
• Maintain and organize project documentation, files, and tracking tools.
• Update project task lists, timelines, and action items.
• Attend meetings to record minutes and distribute follow-up information.
• Assist with scheduling meetings, booking facilities, and arranging logistics.
• Support preparation and coordination of materials for internal and external initiatives.
• Coordinate meetings, workshops, events, and other project activities.
• Conduct routine follow-ups to support timely completion.
• Gather and organize information from internal and external sources.
• Provide general administrative support related to Recreation and Culture initiatives.
• Communicate with internal staff and external contacts to obtain information.
• Adhere to corporate policies and procedures.
• Perform other duties as assigned.

Skills

Organizational skills

Attention to detail

Research skills

Document preparation

Project tracking

MS Office Suite

Written and verbal communication

Teamwork

Time management

Judgement and initiative

Education

Post-secondary education in public administration / business administration / recreation

2 years of related administrative or project support experience

Project management or municipal administration coursework

Tools

Microsoft Office

Job description

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The Special Projects Assistant provides administrative, research, and operational support to the Director, Recreation and Culture and designated staff on a variety of divisional initiatives and special projects. The role assists with research, documentation, meeting coordination, project tracking, and preparation of materials to support effective project execution.

Key Duties and Responsibilities

• Provide administrative and logistical support for special projects and divisional initiatives.
• Assist with research, data collection, and compilation of information to support project work and decision-making.
• Prepare draft materials including briefing notes, reports, presentations, meeting materials, and summaries for review.
• Maintain and organize project documentation, files, and tracking tools.
• Update project task lists, timelines, and action items as directed.
• Attend meetings to record minutes, track action items, and distribute follow-up information.
• Assist with scheduling meetings, booking facilities, and arranging basic project logistics.
• Support the preparation and coordination of materials for internal and external initiatives.
• Assist with the coordination of meetings, workshops, events, and other project-related activities as required.
• Conduct routine follow-ups on assigned tasks and action items to support timely completion.
• Assist with gathering and organizing information from internal and external sources as required.
• Provide general administrative support related to Recreation and Culture initiatives.
• Communicate with internal staff and external contacts as required to obtain information or support assigned activities.
• Adhere to all corporate policies and procedures.
• Perform other duties as assigned.

Education and Experience

• Post-secondary education (completed or in progress) in public administration, business administration, recreation, cultural services, or related field
• 2 years of related experience (including co-op, internship, or volunteer experience) in an administrative or project support capacity
• Coursework or training in project management or municipal administration

Required Skills/Knowledge

• Strong organizational skills and attention to detail.
• Ability to follow direction and complete assigned tasks accurately and on time.
• Basic research, data gathering, and documentation skills.
• Ability to organize and summarize information from a variety of sources.
• Basic project tracking and coordination skills.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.
• Effective written and verbal communication skills.
• Ability to prepare clear and professional correspondence, reports, presentations, and meeting materials.
• Ability to work collaboratively in a team environment.
• Time management skills with the ability to manage competing assigned tasks.
• Ability to exercise good judgment and seek direction when required.
• Ability to communicate professionally with internal staff and external contacts.
• Demonstrates initiative, willingness to learn, and commitment to personal development.
• Demonstrates the City's corporate values of care, collaboration, courage, and service.
• Builds people and culture
• Cultivates open communication
• Demonstrates personal leadership
• Navigates and leads through complexity and change

We thank all candidates for their interest, however, only those under consideration will be contacted.

TheCity of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.