Administrative Assistant to Manager, Logistics

Position: Administrative Assistant to the Manager, Logistics
Location: Dufferin County (Shelburne)

Job Description
Administrative Assistant to the Manager, Logistics

Health Services –   Peel Regional Paramedic Services

Status:  Regular Full-Time  Hire Range:  $62, per annum  Work Mode:  In-Office

Location:

Fern forest Reporting Station- 1600 Bovaird Drive East, Brampton Hours of Work:  35 hours per week

Are you a highly organized administrative professional who thrives in a fast-paced environment?

This opportunity offers the chance to support the day-to-day operations of Peel Regional Paramedic Services' Logistics team. Working closely with leadership and staff, you'll play a key role in coordinating meetings, managing communications, maintaining records, and supporting projects that help ensure the efficient delivery of services to the community. If you're detail-oriented, proactive, and enjoy providing high-quality administrative assistance, we'd love to hear from you.

What You'll Do:
Administrative Coordination & Office Support:

Coordinate meetings, training sessions, and related logistics.

Prepare and distribute agendas and meeting materials.

Record meeting minutes and track follow-up actions.

Manage calendars for designated management staff.

Monitor and manage the section's general mailbox.

Prepare, format, and proofread correspondence, reports, presentations, and other documents.

Receive, review, and distribute incoming correspondence, mail, and documentation.

Obtain required approvals and route correspondence appropriately.

Records Management & Data Administration:

Maintain confidential files, records, and information.

Provide data entry support for various databases and tracking systems.

Assist with gathering information and documentation from internal and external sources.

Ensure records are accurate, complete, and up to date.

Financial & Project Support:

Coordinate business expense claims.

Provide administrative support for financial processes and documentation.

Assist with research, data collection, communication activities, and project implementation.

Support the coordination and communication of project findings.

Identify opportunities to improve administrative processes and workflows.

Customer Service & Relationship Management:

Respond to telephone, email, and in-person inquiries.

Provide exceptional customer service to internal and external contacts.

Liaise with colleagues, vendors, and community partners.

Provide back-up administrative support to Division Senior Management, as required.

Maintain office supply inventory and coordinate replenishment as required.

Demonstrate a commitment to diversity, equity, inclusion, and belonging through inclusive practices and continuous learning.

What You Bring to the Role:

Education & Experience:

Graduation from a recognized Administrative Assistant post-secondary program.

Minimum two (2) years of administrative support experience.

An equivalent combination of education and experience may be considered.

Experience supporting a logistics, operations, emergency services, or public sector environment is considered an asset.

Knowledge, Skills & Abilities:

Excellent organizational, time management, and multitasking skills.

Strong verbal and written communication skills.

Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Experience using Visio is considered an asset.

Exceptional attention to detail and accuracy.

Demonstrated ability to manage competing priorities and changing deadlines.

Strong interpersonal skills with the ability to build effective working relationships.

Self-motivated with the ability to take initiative and identify opportunities for improvement.

Ability to exercise sound judgment, tact, discretion, and confidentiality when handling sensitive information.

Perks That Make Work Rewarding:

Comprehensive Health, Dental,…