Job Description

You are a professional administrative assistant with a strong work ethic and collaborative approach who will provide administrative support to the Director of Occupational Health and Safety and the Executive Advisor, as well as the business unit Managers, as required. Primary duties include:

• Manage the Director’s calendar, inbox, and filing systems; prepare for daily meetings by gathering required materials such as emails, reports and presentations.
• Book meetings and manage calendars for the management team.
• Oversee business unit service requests and general inquiries, redirecting as appropriate.
• Coordinate conferences and travel for the Director and business unit as directed, including preparing travel documents and printed materials.
• Support the business unit with boardroom management, meeting scheduling (including catering and room booking), business unit town halls, and office move coordination.
• Provide administrative support for financial processes such as purchase order and corporate credit card invoice reconciliation.
• Prepare and transcribe documents, correspondence, presentations, and reports for the management team and business unit as required.
• Liaise with other City business units to coordinate meetings with Directors and General Managers.
• Support internal administrative processes, including recognition and rewards programs.
• Maintain and archive both paper and electronic filing systems business unit-wide.
• Provide relief coverage for the General Manager’s Office administration team as needed, and provide general administrative support as directed by the OHS Director and Management team.

Qualifications 

• A completed 1-year certificate in Office Administration and at least 5 years of executive administrative experience.
• Advanced executive level proficiency in Microsoft Office (Word, Excel, and Outlook).
• Experience supporting executive or senior management.
• Experience using PeopleSoft Human Capital Management (HCM) and Financials and Supply Chain Management (FSCM) or equivalent systems will be considered assets.
• You have demonstrated executive level abilities in communication; time management and prioritization in a fast-paced and complex environment; working independently as well as in a team setting; applying tact and sound judgement when responding to politically sensitive issues; collaboration and relationship-building.

Pre-employment Requirements 

• Applicants will be tested for appropriate skills.
• Successful applicants must provide proof of qualifications.

Workstyle

• This position may be eligible to work from home for at least part of the time as one of several flexible work options available to City employees. These arrangements depend on the operational requirements of the role, employee suitability, and are subject to change based on operational needs and corporate direction.

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Job Categories: Admin Jobs. Job Types: Full-Time. Salaries: Depends on Experience.

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