All jobs in Administrative Jobs

• 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.

Closing Date: July 26, 2024

The City of Regina is committed to ensure accessible and accommodating processes during the application and selection phases. If you need accommodation at any point during the recruitment process, please inform our Talent team and we'll collaborate with you to address your requirements.

Position Overview:

The City of Regina is seeking a skilled and motivated Executive Assistant to join our dynamic team. This is a great opportunity for an administrative professional with strong interpersonal skills, a decisive nature, and the ability to work independently. The successful candidate will play a key role in supporting the Deputy City Manager (DCM) of Communications, Service Regina & Tourism.
 

Key Duties & Responsibilities:

• Manages the DCM calendar through collaboration, prioritization, and scheduling.
• Manages various interactions at all levels, from internal staff, City Council, residents, and business partners, keeping the DCM’s perspective in mind.
• Assemble and provide information packages for the DCM, as well as committees and groups – files, reports, correspondence, and background materials.
• Provides logistical support, such as confirming meeting space, preparing agendas, assembling materials, ensuring notices and information packages are distributed as required.
• Coordinates the flow of information for interdivisional meetings and materials.
• Builds and maintains relationships between and across divisions and external organizations.
• Exercises professionalism and confidentiality in relation to needs of all customers, with a high degree of exceptional customer service.
• Prepares and assembles necessary background material and files, attends meetings to take notes and prepares follow-up correspondence.

Key Qualifications:

• Our preferred candidate will have a depth of senior-level administration experience, with a minimum of five (5) years providing direct executive leadership support.
• Extensive experience using word processing, spreadsheets, presentations, email, and related office administration software is essential.
• Knowledge of basic accounting functions.
• Possesses a high degree of digital literacy, fluent in the full suite of Office 365 applications.
• Proficient in composing correspondence from general instructions or in response to written inquiries.
• Skilled in typing, proofreading, and highlighting various materials, including committee reports, general correspondence, and other documents.
• Excels in relationship building and communication.
• Possesses exceptional interpersonal skills.
• Exhibits strong organizational skills and meticulous attention to detail.
• Takes a proactive approach to executive administration.
• Demonstrates sound judgment.
• Understands the importance of urgency and acts accordingly.
• Maintains confidentiality and understands the pivotal role of an Executive Assistant within the organization.
• Demonstrates high confidence and the ability to work independently in a dynamic and time-sensitive environment.

Additional Requirements

• Successful candidate may be required to obtain and provide a satisfactory criminal record check, as per the City of Regina's Criminal Record Check Policy.

• Successful candidate will be required to provide proof of acquired education.

• Additional assessments may be conducted to evaluate competencies, knowledge, skills and abilities.

Shannex will act as the operating partner alongside the First Nations community of Eskasoni in the operation of this new home. Together, we will ensure the community delivers exceptional service and care while honouring Mi’kmaw culture, values and traditions.

We are searching for an Administrative Coordinator to join our Kiknu team based in Eskasoni, Nova Scotia.  

Meaningful Benefits

You will be surrounded by supportive and talented team members who will make Kiknu a great place to live, work and visit. And at the end of every day, you will know you’ve made a measured difference in the lives of elders. Additional benefits include:

• Comprehensive health, vision, and dental benefits plan (eligible immediately upon hire for part-time 0.5 FTE and greater & full-time staff) including an Employee and Family Assistance Program
• Life, travel, and other insurances
• Access to virtual healthcare 24/7 for FREE through the group health benefit plan
• Defined Contribution Registered Pension Plan (8.7% Kiknu matching)
• Vacation accrual (begins immediately) and travel insurance
• Free onsite parking
• Access to thousands of perks vendors and discounts through our WorkPerks program, including excellent discounts for apparel, restaurants, technology, fitness, travel, and tickets to some of your favorite sports and entertainment events
• Access to continuing education and training through Shannex’s Centre of Excellence
• Opportunities to be part of sector innovation and continuous improvement initiatives
• Recognition and Rewards for service excellence and safety

About the Opportunity

• Provides support for the admission of Residents and Clients
• Performs a wide variety of typing assignments, and operates the computer to enter data, edit, revise, and print minutes, letters, memos, tables, and other material
• Maintains and updates resident files, and documents, including resident lists
• Coordinates resident transportation
• Performs basic accounting functions, which may involve resident banking reconciliation and payments on resident accounts
• Supports the facility inventory supply program, which may involve ordering, receiving and distributing supplies
• Monitors fire and security alarm panels, and follows safety and security duties as per facility policy
• Provides support and guidance to employees in assistance with payroll, scheduling and benefits information
• Prepares photocopies and facsimiles and sorts and distributes incoming/outgoing mail

About You

In addition to placing high value on continuous improvement, collaboration and accountability, you bring:

• Post-secondary education of an approved Office Admin or Professional Secretarial program
• Excellent computer skills and experience in Microsoft Office Suite
• Attention to detail and respectful behavior
• Ability to provide a clear criminal record check upon hire
• A passion for the healthcare sector and/or ensuring seniors have access to quality accommodations, services and care

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.

Closing Date: 07/21/2024

Hourly Rate/Salary: $ 58,942.00 - $ 78,592.00 
Hours of Work: 35 
Work Location: Fire Station No.101 - H.Q. 
Department/Division/Section: CMO/City Manager's Office , CMO/Fire Division , Fire Division 
Non-Union/Union: Non Union 

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online. 

All personal information is collected under the authority of the Municipal Act. 

Posting Closing Date:

July 23, 2024

Please note: jobs are posted until 11:59 pm on the job closing date.

Job Description:

Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates don’t need standard educational qualification such as degree, certificate or diploma
Experience: Candidates don’t need experience although having experience is an asset

Candidate Status:

• Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
• Candidate must have legal authorization (Work Permit) to work in Canada
• If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]

This position is responsible for processing customer concerns cases. Working well with the drivers to ensure customers pick up and deliveres are completed in a timely manner.
Responsibilities:
Delivers outstanding customer service and telephone inquiries.
Takes ownership of customer's shipping needs and offers viable solutions.
Takes action to learn all product and service offerings, alternative solutions, and industry trends.
Operates all equipment, software, and devices and trains others.
Maintains a clean, organized, and safe working environment.

Qualifications:
High school diploma , GED, or International equivalent
Strong computer skills, including Microsoft Office and Adobe Suites
Strong verbal and written communication skills in both English and French.
Ability to lift 40+ lbs./18+ kgs.

UPS is a diverse and equal opportunity employer.  Accommodations are available, on request, for candidates with disabilities taking part in the recruitment process.  If you are selected to participate in the recruitment process, please advise if you require accommodation for a disability.