Administrative Assistant Director, Procurement

Role Overview

• Monitor electronic inbox to and from the Director's office
• Organize and maintain the Director’s schedule, including meetings and activities, in response to requests from the Director and other internal and external stakeholders
• Prepare, distribute, and manage agendas and meeting materials; record minutes and action items, and ensure timely follow-up
• Stay informed of current issues and initiatives within the division to support effective decision-making
• Organize file systems in SharePoint, prioritizing, organizing and scheduling appointments, meetings, deadlines, etc.
• Maintain Divisional policies and procedures, ensure the completion of annual updates and upload to central SharePoint folder
• Determine type and complete document execution forms and routing to obtain appropriate signatures for agreements.
• Prepare and coordinate documents for DocuSign
• P-Card reconciliation as per Regional policy for Administrative Assistant and Director’s P-Card
• Reconcile computer inventory and cell-phones.
• Arrange travel and accommodation requirements for Director and staff attendances at conferences/ training including budget reconcilliation
• Provide coverage and coordination with the Administrative Assistants in Legislative Services
• Ensure divisional orientation presentations are updated semi-annually, and organization charts are current
• Ensure divisional staff and management telephone and distribution lists are current
• Ensure timely and sensitive paperwork is processed in an efficient manner; actively managing a follow-up system to ensure work proceeds in a smooth manner
• Maintain the divisional Position Management database (team restructuring, transfers, new hires, inactive and contract positions)
• Receive and respond to emails, stakeholder requests from Councillers, vendors and other external stakeholders, accurately documenting information or directing inquiries to the appropriate area within the organization.
• Maintain Council report agenda items, assist with eScribe approval routing
• Prepare a variety of correspondence, reports, and documents, including drafting original materials for the Director’s review and signature
• Develop presentation materials, including slides, spreadsheets, and other supporting documentation
• Support special projects and perform other related duties within the scope of the position, as required

Requirements

• A satisfactory Level 1 Criminal Record Check obtained directly from a police station (third-party background checks will not be accepted)
• Successful completion of a post-secondary secretarial or administrative assistant program, plus a minimum of three (3) years of relevant experience, or an equivalent combination of education and experience
• Advanced MS Office applications, especially MS Word, Excel, PowerPoint, Visio, SharePoint and OneDrive and SAP Success Factors
• Excellent verbal communication skills
• Strong writing skills
• Proven ability to problem-solve and be proactive
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

Benefits

• Comprehensive Health, Dental, Vision benefit plan including psychological health
• Automatic enrolment into OMERS pension plan (where applicable)
• Accrue Vacation on a monthly basis starting at 3 weeks per annum
• 3 Paid personal days and floating holidays
• Flexible hours supporting your wellness and wellbeing
• Annual performance review and merit increases based on performance
• Supportive leadership and a culture of respect and inclusion
• Access to tuition reimbursement (where applicable) and learning and development resources