Job Summary:

Reporting to the Director, Housing Secretariat, the Administrative Assistant 2 will use their superior communication and organization skills, and passion for customer service to provide support to Directors within Housing Secretariat, as well as to the broader Senior Leadership Team as required. The primary focus will be on providing a full range of specialized administrative support services to assist with the day-to-day management of the Directors office, including managing schedule, responding to and tracking inquiries, coordinating across City Divisions on special projects, and supporting communications with elected officials and external partners. The successful candidate will also support the preparation of materials for the Senior Management Team in preparation for City Council.

Major Responsibilities:

• Organizes the daily schedule around urgent requests from the Mayor's office, City Councillors, and the City Manager's and divisional staff
• Conducts background research, investigations and retrieves information on various issues using a variety of information systems
• Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence
• Prepares and organizes Committee and City Council materials (including confidential and employment/labour relation matters), background, and briefing notes
• Ensures that the tracking and following up of requests is maintained and deadlines are met
• Liaises with and exchanges information with all levels of staff, elected officials and the public
• Provides backup and support to the Administrative Assistant 1 in his/her absence
• Exercises caution and discretion with labour relations, personnel and other confidential information. Prepares correspondence including that of a confidential nature
• Handles scheduling of daily appointments and activities; arranges meetings and business travel
• Screens, reviews and prioritizes incoming phone calls, mail, processes correspondence, and initiates response
• Coordinates all contract administration related activities with the unit support staff and other divisional staff
• Prepares Purchase Requisitions for submission to Purchasing
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and
• analysis of data, using a variety of City Corporate Applications (MS Office Suite) and information systems
• Formats Committee reports prior to signature
• Attends internal meetings and takes/transcribes confidential minutes
• Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems
• Prepares presentation material utilizing detailed layout and formatting
• Maintains supplies and inventories
• Performs special projects, special deliveries and photocopying, as required
• Maintains continuous awareness of municipal matters, Corporate administrative systems and procedures, and major activities of the Office in order to provide effective administrative assistance
• Performs other related work as assigned

Key Qualifications:

1. Post-secondary education in a discipline relevant to the position or an equivalent combination of education and experience.
2. Considerable experience in providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
3. Considerable experience preparing and formatting briefing notes, reports, data summaries, correspondence, charts related to organizing and reporting data.
4. Considerable experience planning and organizing meetings, conferences and/or special events with all levels of staff, elected officials, other levels of government and the public, including communicating with external stakeholders and officials.
5. Experience in budget administration, e.g. preparing invoices for payment.
6. Ability to use a variety of software packages including advanced knowledge of Microsoft Office Suite, e.g. Word, PowerPoint, Excel, and Outlook.
7. Ability to research and gather information.
8. Highly developed customer service and interpersonal skills and proven ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, the members of the public and external contact.
9. Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
10. Ability to exercise independent judgement and discretion in dealing with highly confidential operational matters and with management staff.
11. Strong analytical and problem solving skills with proven ability to handle sensitive issues.
12. Knowledge of municipal operations that may include but is not limited to council proceedings, corporate protocols, established Committees functions; both internal and special interest groups and current political issues.
13. Ability to perform duties with minimal supervision and exercise independent judgement and discretion.
14. Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.