All jobs within 50 km around Concord in Administrative Jobs

The Administrative Assistant III reports to a Manager and provides coordination and support in the areas of the regional reports, regional information tracking, ESAT, regional newsletters and in some cases supervises other Administrative Assistants.

KEY DUTIES & RESPONSIBILITIES

• Carry out the day-to-day execution of clerical duties to ensure BGIS operations are provided with administrative support
• Coordinate regional reports and perform preliminary analysis
• Coordinate corporate initiatives throughout the region
• Track regional priorities and ensure that information is tracked and compiled as requested
• Coordinate ESAT information and dissemination
• Coordinate regional conferences/meetings; prepare logistics and develop preliminary agenda
• Prepare initial content of newsletter/communications for the region (i.e. Vision Articles, Tenant Newsletters, etc.)
• Prepare/review information prior to Portfolio Manager’s approval of documents regarding the accuracy of content
• In some cases, enter and update Team Members’ information in HRMS. 
• Other related general administrative duties as required
• Other duties as assigned

KNOWLEDGE & SKILLS

• Requires three (3) to five (5) years of administrative experience
• Excellent computer skills, proficient with MS Office
• Self-motivated
• Ability to work independently with little or no supervision
• Excellent interpersonal skills
• Problem solving skills
• Effective leadership skills – may have personnel to manage
• Strong time management skills and organizational skills
• Strong written and verbal communication skills
• Strong customer focus

Licenses and/or Professional Accreditation

• None required

• Posting Period: 15-JUL-2024 to 29-JUL-2024

Reporting to the Supervisor, Customer Support Services, the successful incumbent will be responsible for the overall operational and functional support of the comprehensive event and facility support services provided to City divisions, members of council and external organizations at civic public spaces across the City. The Program Operations Support Officer will also be responsible for the ongoing review, development and implementation of business processes and industry best practices ensuring the highest level of customer service and excellence in the organization.

Major Responsibilities:

• Collaborates with other city divisions, City Council and the Mayor’s Office, Agencies, Event Organizations, Vendors, and members of the public in the execution of seamless events and related programs and by demonstrating a high level of political acuity.
• Consults with both internal and external clients to identify and deliver event and logistical services that respond to unique customer and program requirements.
• Consults with clients to determine the most cost-effective solution for their functional requirements and use of space through innovative procurement strategies, knowledge of industry standards and best practices and subject matter expertise. Supports the development of operating budgets and client contracts for event and logistical services, estimates and cost recovery for services.
• Leads assigned projects related to operational support activities within the unit , ensuring effective teamwork and communication, high standards of work quality and organizational performance, as well as continuous learning.
• Works with the Supervisor, Customer Support Services to recommend, develop and implement policies and procedures regarding event operations and other related program and service specific requirements ensuring proper quality and supports to meet targeted productivity, standards and client satisfaction.
• Identifies, analyzes, rationalizes and optimizes business processes, policies, procedures, systems applications, inputs and outputs, program operations and functions at a detailed level.
• Conducts research into assigned areas, including working with confidential information related to policy, job roles and budgetary changes and producing related reports to enable ongoing and improved productivity and customer service, ensuring that such research takes into account industry best practices, corporate policies and practices, legislation and initiatives by other levels of government.
• Makes recommendations to senior divisional management regarding service optimization and business process simplifications that could result in alternate service delivery, resource allocation.
• Prepares strategies, work plans, project documents, proposals, council reports and presentations.
• Prepares, organizes and presents business cases, proposals, solutions, statistical reports and project documents and statements to various audiences.
• Assists in the development and maintenance of standards and specifications for program and operational systems for the Unit.
• Ensures timely and effective production of all required program reports, statements and maintenance of appropriate records.
• Supports the development and implementation of a centralized Customer Support Services delivery model across City facilities to ensure efficiency and coordination in the use of public spaces and resources.
• Provides input into the development, administration and monitoring of assigned budget, including processing, tracking, and submission of purchases, contracts, revenues and expenditures and ensures expenditures are controlled and maintained within approved budget limitations.
• Assists with the development of a comprehensive business plan for the division including revenue projection and new venture opportunities, forecasting and allocation of resources.
• Coordinates the preparation of Proposals, (RFP, RFQ, RFI), the evaluation process, and vendor performance reviews. Liaises with Purchasing & Materials Management and Legal during procurement for selected divisional contracts. 
• Coordinates technical and educational training and professional development requirements for staff.
• Coordinates and provides support on activities related to training, change management and implementation of policies/programs.
• Works with the Supervisor, Customer Support Services on recruitment, selection, performance and attendance management, deployment, and professional development plans for unit staff.
• Provides information and maintains a monitoring system for issue tracking such as labour relations, employee engagement initiatives, staff development and outcomes, and confidential data collection for People with Disabilities.
• Assists with overseeing the day-to-day operation of unit staff including the scheduling, assigning and reviewing of work and resource management
• Monitors and responds promptly to service complaints to address event and logistical service issues and resolutions.
• Works with the Supervisor, Customer Support Services on providing 24/7 coverage and response for staffing and event related issues at designated facilities.
• Assists with the design and overseeing of a new central venue and equipment booking system by providing operations support for the unit such as leading user acceptance testing of  technology and providing assistance with processes and/or navigating systems, monitoring data, while ensuring enhancement to the day-to-day operation and service delivery at assigned buildings and spaces throughout the organization.
• Oversees and maintains inventory, storage and safe operation of equipment and supplies related to event production to ensure sufficient resources are maintained, and the consistent delivery of event and logistical services.
• Ensures the timely completion of all preventive maintenance programs and audits.
• Develops and maintains templates for data collection and divisional forms.
• Reviews system of internal control and performs internal audits to record, identify and address any assigned venue, event and office equipment deficiencies.
• Recommends, implements and practices security, privacy and quality assurance requirements consistent with MFIPPA and corporate standards regarding storage and processing of confidential corporate and application data and information inputs and outputs.
• Ensures that City by-laws and legislative regulations including the Workplace Hazardous Materials Information System (WHMIS), the Occupational Health & Safety Act, and all applicable building codes are met for event and logistical services at assigned facilities.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Post-secondary education in a discipline pertinent to the job function (i.e. Event Management, Project Management, Public Policy), and/or equivalent combination of education and experience.
2. Considerable experience in event production and logistics, including planning, organizing, problem-solving, and decision-making.
3. Considerable experience in project management and large scale, multi-faceted process coordination with the ability to apply principles, techniques, tools and methodologies to accomplish results-oriented outcomes.
4. Considerable experience with business process reviews; researching, formatting, analyzing and developing complex reports, establishing objectives and measures to continuously improve performance and the standard of excellence in the organization.
5. Experience using various computer applications including Microsoft Office 365 (Outlook, Word, Excel, and PowerPoint), as well as implementing, operating and maintaining Venue Booking software and Web applications. 
6. Ability to  work in a multi-level stakeholder environment and establish and sustain effective partnerships with stakeholders including City Divisions, City Council Members, Agencies, Event Organizations and businesses in relation to the Customer Support Services portfolio.
7. Strong oral and written communication and presentation skills, with the ability to effectively communicate with all stakeholders, including elected officials, all levels of the organization, event clients and the public, utilizing discretion when required. 
8. Ability to lead, motivate, supervise unionized team, including managing performance.
9. Highly developed customer service, conflict resolution and problem-solving skills with the ability to develop and recommend solutions.
10. Proficiency in budget monitoring and co-ordination.
11. Ability to multitask and thrive in a high-stress, creative and political environment with frequent and competing deadlines.
12. Ability to take initiative and work independently, taking ownership of a project as well as collaborate with multi-disciplinary teams in fulfilling the unit's and division's goals.
13. Considerable knowledge in relevant legislation in the area of Occupational Health and Safety, Employment Standards Act, AODA (Accessibility for Ontarians with Disabilities Act),and various applicable collective agreements as related to event production.
14. Ability to work occasional extended hours, evenings and weekends to meet deadlines and support events at various locations across the city, as required.
15. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

• Posting Period: 18-JUL-2024 to 01-AUG-2024

Job Description:

Toronto is Canada’s largest city, the fourth largest in North America, and home to a diverse population of about 2.8 million people. Consistently ranked one of the world’s most livable cities, we are a global centre for business, finance, arts and culture. Join the award-winning Toronto Public Service as a Coordinator Business Support within our Toronto Water Division.

Reporting to the Director of Technology and Customer Experience the successful incumbent will assume responsibility for the timely completion of both one-time projects and recurring assignments or programs in the functional areas of customer support, information technology, operational technology, engineering and construction.

The Coordinator Business Support, will provide business support for areas related to strategy, business performance and internal controls, issues management, organizational change management, finance, operations, procurement (Request for Proposal (RFP), Request for Quotation (RFQ), Request for Expression of Interest (RFEOI), and human resources (employee engagement)..

Major Responsibilities

• Develops and implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Initiates and conducts, in coordination with divisional business representatives, research and analysis on opportunities to employ innovative solutions and redesign processes to deliver services for the unit.
• Conducts research into assigned area ensuring that such research considers developments within the field, corporate policies and practices, legislation, and initiatives by other levels of government.
• Oversees, coordinates, and participates in the development and implementation of Section, Divisional and Corporate initiatives and assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning. Prepares reports as required.
• Contributes to the development and reporting of the section's key performance indicators (KPIs), customer service standards and strategies/policies/programs/action plans to improve performance, service delivery, and customer service.
• Deals with confidential and sensitive information affecting organizations, staffing levels, assets, resources, and finances related to Section-wide processes, functional policies, programs, and strategies. Liaises with senior management and Section staff in the coordination of responses and resolution of section-wide issues. Participates in the resolution of issues that have escalated to the Section Director.
• Participates in the preparation and monitoring of the Section's annual budget. Develops business cases as required.
• Monitors variances and transactional financial requests requiring the Director's authorization, resolves issues and makes recommendations for changes.
• Acts as a Section contact and develops/coordinates Sectional responses to Corporate, Cluster or Divisional requests for information or action. Makes recommendations to the Director to support change management strategies to improve the Section's overall strategic and operating performance.
• Develops, recommends, and implements best practices, continuous improvement initiatives and change management strategies to improve effectiveness and efficiencies within the unit.
• Participates in the development and/or implementation of organizational change initiatives, including the preparation of required documentation and review of financing requirements.
• Prepares reports and reviews all Section reports to Council and Committees on various operational issues (for accuracy, budget implications, internal consistency, etc.). Coordinates with the General Manager's office. Monitors relevant agendas for reports of interest to Water Infrastructure Management. Maintains records regarding outstanding reports, planning documents, strategic reports, etc.
• Prepares proposals, briefing notes, policy documents, business and evaluation analysis, and communication documents as required to support the Director and unit.
• Prepares various formal contractual documentations such as Request for Information (RFI), Request for Proposal (RFP) and Request for Quotation (RFQ) as required.
• Undertakes initiatives to develop, maintain and implement processes and mechanisms to strengthen the Section's internal control, oversight, and compliance. Makes recommendations to the Director and senior management.
• Develops and maintains tracking mechanisms and systems to monitor policies, standards, and procedures. Ensures Director is informed of ongoing status, issues, and opportunities.
• Maintains a thorough and continuous knowledge of City and divisional policies, initiatives, and operational issues.
• Represents the Section on key divisional, corporate, and external teams and initiatives and maintains effective working relationships with senior management, politicians, divisional and other City staff, and external organizations.
• Handles inquiries, issues and challenges from staff, members of Council, and the public, including Freedom of Information Requests, on behalf of the Director or directs to appropriate sources. Oversees the Section's enquiries and complaints management system and oversees reporting requirements.
• Provides direction to administrative support staff to successfully complete assigned tasks.

Key Qualifications:

1. Post-secondary education in a discipline pertinent to the job function (e.g., Business Administration, Public Policy, Communications, Project Management), or an equivalent combination of education and experience.
2. Considerable experience coordinating projects including planning, implementation, evaluation, and post implementation support.
3. Considerable experience conducting research and analysis and developing business case recommendations.
4. Considerable experience preparing documentation (e.g., proposals, briefing notes, written reports, presentation materials, Q&A's, contractual documentations (RFP/RFQ/RFEOI), correspondence and spreadsheets.
5. Proficiency in the use of Microsoft Office Suite (Word, Excel, and PowerPoint).
6. Highly developed verbal and written communication skills with the demonstrated ability to write, present complex information and facilitate discussions to a variety of audiences.
7. Ability to work with minimal supervision as well as the ability to make sound independent judgement calls, take initiative and know when to seek counsel and advice.
8. Ability to exercise sound judgment and discretion and establish good working relationships with all stakeholders, the general public, employees up to and including senior management, as well as client departments, outside agencies, politicians and other orders of government
9. Strong analytical and strategic thinking, creative problem solving and conflict resolution skills.
10. Excellent organizational skills, reliable, and the ability to handle multiple priorities and meet deadlines within a fast-paced environment.
11. Knowledge of organizational effectiveness, employment equity, employee engagement and change management principles and practices.
12. Knowledge and understanding of the theory and practice of communications techniques and practices for internal and external audiences.
13. Knowledge and understanding of a range of functional areas such as customer support, information technology, operational technology, engineering and construction, and human resources (employee engagement) is an asset.
14. Knowledge and understanding of municipal government operations, approval processes and political structure is an asset.
15. Knowledge and understanding of Lean or Six Sigma concepts, principles, processes, and tools is an asset.

Job Function:

Prepare and/or process non-routine correspondence, legal documentation, and forms (ie, court pleadings, motion records, appeal books, factums, case briefs, contracts, opinions, construction liens, summons to witnesses, labour and employment materials, Executive Approvals, Memoranda to the Board, Statutory declarations, etc.), received through shorthand, dictaphone, long-hand notes, or transmitted via the personal computer. Liaise with internal and external groups as necessary, ie other Business Units, Courts, Government Agencies, Law firms, process servers, etc. to arrange court dates, obtain rulings, arrange property and corporate searches, follow up on the status of agreements, serve documents, etc. Prepare supervisors' (instructing lawyers') expense reports and time sheets, requisition cheques, compile various monthly reports, assemble material and organize backup information as requested. Perform routine compiling, processing and maintenance of information required by supervisor(s) eg, time sheets, vacation logs, etc. Maintain referral and follow-up control logs to track work in progress, as per departmental procedures. 

Job Description:

1. Prepare and/or process non-routine correspondence, legal documentation, and forms (ie, court pleadings, court motion records, factums, appeal books, case briefs contracts, opinions, construction liens, summons to witnesses, labour and employment materials, Executive Approvals, Memoranda to the Board, Statutory declarations, etc.), received through shorthand, dictaphone, long-hand notes or transmitted via the personal computer. Check for accuracy according to format and procedure, signing authorities, identification of parties, application of the Corporate seal, terminology, etc. Sign routine correspondence as specified by Supervisor (Instructing Lawyers).
2. Liaise with internal and external groups as necessary, ie other Business Units, Courts, Government Agencies, Law firms, etc. to arrange court dates, arrange for examinations for discovery, obtain rulings, arrange property and corporate searches, follow up on the status of agreements, serve pleadings and other documents, etc.
3. Prepare supervisors' expense reports and time sheets, requisition cheques, compile various monthly reports, assemble material and organize backup information as requested.
4. Perform routine compiling, processing and maintenance of information required by supervisor(s) eg, time sheets, vacation logs, etc. Refer to various Company manuals and guidelines, such as the Organizational Authority Register, MPPP's as required.
5. Maintain supervisors' calendar re meetings, court dates, arbitrations, appointments, etc. Answer calls to supervisor(s), taking messages as required. Provide information to callers in subject areas agreed on with supervisor(s) and within bounds of confidentiality guidelines. Respond to telephone and personal inquiries, determine nature of request and respond appropriately. Establish with supervisor (s), priorities and schedules for ongoing work programs incorporating new work into schedules. Consult with supervisor or others for advice and direction as necessary.
6. Maintain referral and follow-up control logs to track work in progress, as per departmental procedures. Refer requests for action to other staff in Division and/or Company, based on knowledge of organization, and consistent with confidentiality restrictions.
7. Process incoming and outgoing mail, sorting and distributing as necessary noting priorities, searching files, records, etc. to locate supporting information for supervisor, arranging for taxis, couriers, as necessary.
8. Set up and maintain supervisors' working files in accordance with Records Management policies and guidelines, retrieving materials as required. Maintain various administrative manuals. Prepare and maintain precedent files.
9. Make all necessary meeting, conference, seminar and travel arrangements including accommodation, refreshments, advances, travel documents and preparing of handouts. Ensure that supervisor has all required reference materials for meetings.
10. Perform other duties as required.

At Hydro One we understand that the success and strength of our business rests with our people. When we develop their skills, we are investing in both their success and ours. To secure the best talent, we seek to create a workforce that reflects the diverse populations of the communities where we live and work and to create a culture based on safety, innovation and inclusiveness.

Deadline: July 29, 2024

As an Administrative Support Assistant, you will be responsible for providing administrative support to one or more Advisors and their teams.  
  
IS THIS ROLE RIGHT FOR YOU
In the role you will:

• Be responsible for onboarding new client relationships through digital account opening and documentation administration 
• Process client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
• Respond to client inquiries and issues in a timely manner and escalating, as required

DO YOU HAVE THE SKILLS
We would love to work with you if you have:

• Experience in the securities industry
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

WHAT’S IN IT FOR YOU

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHAT’S IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.

Job Description:

Reporting to the Manager of the Confronting Anti-Black Racism Unit, the Support Assistant B will be a part of an administrative support team, providing assistance to the Confronting Anti-Black Racism Unit in the Community Resources Section, including key initiatives in relation to the Toronto Action Plan to Confront Anti-Black Racism areas.

Major Responsibilities:

• Performs varied administrative tasks involving the preparation, research, analysis, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash.

• Assesses and analyses data and prepares and processes documents/statistical summaries/reports etc. 

• Drafts and distributes correspondence on behalf of Community Resources staff.

• Checks work for accuracy and conformity with regulations, policy and procedures.

• Corrects/resolves outstanding/incorrect items, identifying issues and recommends solutions. 

• Performs complex calculations.

• Directs, coordinates, schedules and trains assigned staff, checking and verifying work of assigned staff for accuracy.

• Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. 

• Prepares presentation material, documents and reports, utilizing detailed layout and formatting.

• Co-ordinates and maintains a complex record/retrieval system. 

• Monitors, orders and maintains supplies/resource materials and equipment for unit and/or other locations.

• Responds to e-mails, telephone and in-person inquiries from senior staff, the public, agencies and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria as it relates to the Community Resources Initiatives.

• Reviews, accepts or rejects material/applications from the public, ensuring all criteria have been met.

• Receives and pays out cash and cheques, controls, monitors and balances petty cash, prepares bank deposits, withdrawals, reconciliations and processes/checks financial payments, tracks and submits monthly PCard transactions and receipts. 

• Assists with budget administration for unit, including processing of vendor invoices.

• Co-ordinates meetings, events and schedules, including equipment booking and arranging business travel, such as conference registration and accommodations.

• Takes/transcribes minutes and provides on-site support to events.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Considerable experience performing clerical and administrative duties, including taking meeting minutes, drafting email communications and tracking of payments.

2. Considerable experience using various software packages including Microsoft Office software (i.e., Word, Excel, PowerPoint, Outlook and Access), SAP, WebEx and various data management software (i.e. Canva and Request for Purchasing Goods & Services (RPGS) system).

3. Considerable experience creating and formatting large complex documents, reports, charts, spreadsheets, presentations, contact and document logs and databases.

4. Experience supporting Black communities in various settings including civic engagement and community mobilisation.

You must also have:

• Excellent communication skills with the ability to compose correspondence, memoranda and transcribing minutes.

• Excellent organizational, analytical, problem solving and multi-tasking skills with the ability to be flexible and assess priorities, work within tight time constraints and meet deadlines.

• Excellent customer service skills, interpersonal and conflict management skills, with the ability to take initiative.

• Ability to deal effectively with all levels of staff, senior management, councillors, the public and external contacts in person, by telephone and in writing.

• Ability to work both cooperatively within a team and independently under time constraints.

• Ability to exercise independent judgement and discretion in dealing with confidential and sensitive information.

• Knowledge of general statistical techniques and practices, with the ability to make calculations accurately.

• Familiarity with governmental policies and procedures, related legislation, municipal government operations, council proceedings and political issues.

• Occasional ability to work evenings and weekends, as required.

• Ability to support Toronto Public Service values and a workplace culture that champions equity, diversity, and inclusion.

• Working knowledge of the Toronto Action Plan to Confront Anti-Black Racism and issues/solutions in relation to the Toronto’s Black communities is considered an asset.

Posting Period: 05-JUL-2024 to 12-JUL-2024

• Posting Period: 8-Jul-2024 to 22-July-2024

The Administrative Assistant 1 provides senior level administrative support to the Executive Director Financial Planning Division. Your executive-level administrative skills will be relied upon daily to deliver on the goals and objective of the Division. Your excellent communication, organization, time management and critical thinking skills, combined with your customer service focus, diplomacy and tact will be relied upon for the Division’s success.

Major Responsibilities:

Your responsibilities as an Administrative Assistant 1 will focus on performing a variety of specialized administrative support to assist with the day-to-day management operations and coordination of complex projects and/or program related functions, specifically:
 

• Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, phone calls, and initiates responses.
• Manages and schedules daily appointments and activities; arranges meetings; and business travel. Organizes the schedule of the Executive Director with special consideration to requests from the Mayor's office, city councillors, the Chief Financial Officer and Treasurer, and other City and Agency officials.
• Co-ordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff. Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the Division. May direct and train, on a daily basis, clerical support services on divisional processes and procedures.
• Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, and position termination. May attend and take minutes at grievance hearings.
• Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Proof-reads own and other's material.
• Monitors all key reports required for committees and council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations. Identifies issues and initiates responses.
• Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
•  
• Co-ordinates and maintains the records management system.
• Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
• Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
• Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices.
• Prepares complex calculations and analysis of data, including the monitoring of expenses and participates in compiling data for forecasting and budgeting.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials.
• Attends various meetings, events, hearings, and acts as the unit representative.
• May review applications from the public and handle special projects.
• Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration. Takes/transcribes minutes and follows-up taking action when necessary.
• Maintains petty cash, as required from time to time.
• Monitors tracks and reports attendance management.
• Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.

Key Qualifications:
 

1. Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
2. Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
3. Considerable experience in the preparation and drafting of standard correspondence, reports, presentations and charts/tables, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables, and statements to Members of Council, Council or Committees.
4. Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow up.
5. Experience annotating and/or summarizing complex data, reports, briefing notes and/or committee/council reports.
6. Experience in municipal operations that may also include but not limited to knowledge of legislation, bylaws and policies related to municipal operations.
7. Strong analytical and problem-solving skills in combination with the ability to perform duties under minimal supervision in a politically sensitive and fast paced environment, using sound judgement and discretion including handling of confidential materials and information.
8. Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
9. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, assess situations to determine importance, urgency and risks, and make clear decisions or deal with conflicting priorities and work demands.
10. Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.
11. Excellent communication skills, both orally and in writing.
12. Must be resourceful, adaptable and possess a high degree of initiative.
13. Ability to provide work direction to other support staff.
14. Ability to research and prepare information in a timely manner.
15. Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.
16. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

Posting Period: 27-Jun-2024 to 11-Jul-2024

Reporting to the Director, the Administrative Assistant performs a variety of specialized senior level administrative, secretarial and/or program related functions for the Director and the Section's management team in the performance of senior management functions. 

The primary functions associated with this position include but are not limited to:

• Performs specialized and senior level administrative tasks; including preparation, investigation, research, review, and the overseeing of projects.
• Communicates with various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Director.
• Identifies, screens/prioritizes issues and initiates responses on behalf of the Director.
• Prepares and composes documents, summaries and reports.
• Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to Director on followed-up action items.
• Coordinates special events, workshops; coordinates meetings and schedules, and adjusts workplan to meet unscheduled events; organizes/coordinates and attends Management Team Meetings and monthly Manager Meetings.
• Provides work direction, training and guidance and acts as a resource to support/clerical staff.
• Reviews correspondence and documents for accuracy and conformity to policies and procedures and signing authorities.
• Locates/extracts and consolidates information required in reports and correspondence.
• Undertakes research/analysis and prepares reports on the various issues/findings.
• Organizes and maintains Director’s filing system.
• Prepares/processes documents and handles issues of a confidential/sensitive nature.
• Assists in the preparation of briefs, presentation/meeting materials.
• Develops and maintains linkages and contacts with staff, Councillors, and other levels of Government, ABCDs, the public, and private institutions that have regular contact with Director.
• Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives.
• Ensure that reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines.
• Identifies items for the Director that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to Director. Monitors and reviews committee and council agendas, flagging items of divisional impact and identifies these issues and initiates responses.
• Makes recommendation of new/modified administrative functions and their implementation.
• Provides follow-up to assignments given to management staff; provides status reports to the Director.
• Assist in Budget information compilation of data for forecasting and co-ordination between sections/units.
• Monitors/maintains, purchasing records, invoices and items requiring Director’s signature.
• Maintains records related to budget administration.
• Arranges business travel including conference registration, accommodation and cash advances.
• Reviews accuracy of expense claims
• Organizes and maintains policy and procedure manuals.
• Operates computers utilizing and manipulating a variety of software packages.
• Reviews, prioritizes, distributes and/or responds to Directors mail, e-mails and enquiries as appropriate.
• Manages the Director’s schedule.
• Maintains various staffing records, such as attendance register, establishment lists, requests for staff, EOCR’s and individual employee files, on behalf of Director.
• Orders/maintains and oversees the purchase/lease regarding the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors.

Key Qualifications:

Your application must describe your qualifications as they relate to: 

1. Considerable experience in providing administrative assistance to senior management handling a broad range of administrative matters.
2. Extensive experience utilizing a variety of software packages, e.g. Word, Access, PowerPoint, Outlook, and Excel.
3. Experience in preparing and reformatting complex reports, correspondence and documents for Council and/or senior management staff.
4. Experience taking minutes at meetings and handling confidential documents and reports.
5. Experience with filing systems and the management of large volumes of information both hard copy and electronic.

You must also have:

• Excellent organizational and time management skills, including attention to details, ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
• Excellent communication skills to deal effectively, both orally and in writing, with the Mayor and Council, media, senior government officials, and all levels of staff, and external agencies and organizations.
• Strong ability to draft correspondence and memoranda.
• Strong analytical and problem solving skills in combination with the ability to perform duties under minimal supervision.
• Ability to plan, schedule and organize work to meet changing timelines with minimum supervision.
• Ability to exercise independent judgement and discretion in dealing with confidential operational matters and staff matters such as performance reviews and salary increments.
• Ability to provide work direction to other support staff.
• Ability to research and compile data in a timely fashion.
• Ability to utilize other software packages relevant to supporting the division’s core requirements (e.g., Project Tracking Portal).
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

The specialized legal assistant role will undertake a variety of administrative tasks and clerical responsibilities in the areas of real estate, corporate securities, corporate governance and ESG. You will work under the supervision of the General Counsel and Corporate Secretary and will provide support to a legal team of eight professionals. 

• Providing administrative support to four or more lawyers (including managing calendars).

• Reviewing, verifying, and routine correspondence, drafting letters and documents, preparing redline documents, inputting amendments to documents, organizing client meetings, preparing expense and benefit claims reports.

• Co-ordinate time, trips, meetings, and material to ensure that the team operates efficiently and effectively.

• Gather information/research assignments as they are assigned.

• Assisting in the preparation of real estate and corporate documentation.

• Supporting the Corporate Secretary in the following ways:

  • coordinating trustee calendars;

  • preparing meeting agendas;

  • preparing run-of play including coordinating meals for Committee and Board meetings;

  • preparing, editing, reviewing, and coordinating materials/ presentations for the Board and its Committees;

  • being accountable for managing multiple Board books in Diligent as well as providing support for Diligent Messenger;

  • assisting with organizing trustee education sessions and outings; and

  • assisting in the coordination of the annual general meeting.

• Filing of public company documents (SEDAR, SEDI, TSX).

• overseeing the department’s legal document management system (including opening files/matters on an ongoing basis);

• Assisting in transaction closings including coordination of documentation, execution of documentation, filings etc.

• Managing property database (including lease database) and precedent system.

• Managing legal invoicing and tracking.

• Preparing and attending to execution of documents.

• Facilitating the meeting of deadlines by keeping multiple agendas and provide timely reminders.

• Interacting with external counsel (quarterly WIP, invoicing, execution of documentation, minute book matters, etc.).

• Assisting with internal organizing and filing of supporting materials for ESG reporting.

• Special projects as assigned.

What you bring

• Minimum 5 plus years of experience as legal assistant.

• Proficient in MS Word, Excel, PowerPoint, Outlook, Diligent and Adobe (knowledge or familiarity with CorpLink, TSX SecureFile and Teranet is an asset).

• Outstanding time-management; ability to multitask, work in busy environment and prioritize and meet competing deadlines.

• Strong attention to detail.

• Must be able to work independently.

• Professional manner, sensitivity to confidential information, strong initiative and decision-making skills, positive attitude and comfortable dealing with a diverse pool of people.

• Ability to effectively communicate with business partners and colleagues.

• Experience working with public boards.

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