Administrative Assistant 2

Job Summary

By joining our team, you will work in the culture that emphasizes continuous learning and collaboration and champions equity, diversity, and respectful workplaces.

The Administrative Assistant 2 will provide administrative support and expertise in the following areas:

Administrative Operations & Team Support

You provide comprehensive administrative support to a large and dynamic team within the People & Equity Division. You coordinate a wide range of operational activities, including onboarding and offboarding employees, ordering equipment and supplies, tracking budgets and expenditures, and supporting the day-to-day administrative needs of the Employee Relations Division and the Office of the Chief People Officer. You maintain awareness of divisional projects, priorities, systems, and procedures to ensure effective and responsive support across the organization.

You also contribute to special projects and initiatives as required.

Executive Coordination, Scheduling & Logistics

You manage complex calendars, coordinate meetings, events, and business activities, and oversee logistical arrangements for divisional operations. You organize schedules and meetings for senior leaders, ensuring that competing priorities are managed effectively and that all required materials, resources, and arrangements are in place. You monitor requests and follow-up activities to ensure commitments are addressed and deadlines are consistently met.

Communications, Client Service & Stakeholder Relations

You serve as a key point of contact for staff, elected officials, external agencies, government representatives, and members of the public. You screen, review, and prioritize incoming telephone calls, emails, correspondence, and inquiries, exercising sound judgment in directing matters to the appropriate individuals. You respond to inquiries and complaints using your knowledge of organizational procedures, policies, and regulations, ensuring prompt, professional, and customer-focused service.

You build and maintain effective working relationships and facilitate the exchange of information at all organizational levels.

Records Management, Correspondence & Document Preparation

You prepare, draft, edit, and process a variety of correspondence, reports, presentations, statistical summaries, briefing materials, and other documentation. You assess and analyze information to support the preparation of documents and reports, ensuring accuracy, completeness, and adherence to corporate standards. You review materials prior to approval or signature, verify conformity with policies and procedures, and resolve outstanding issues to ensure high-quality deliverables.

Briefings, Council Support & Confidential Documentation

You coordinate the preparation and organization of briefing materials, background information, Council documentation, committee reports, and other sensitive records. You prepare and format materials related to confidential, employment, and labour relations matters, ensuring information is handled appropriately and in accordance with established protocols. You support decision-making by providing organized and accurate documentation for review and approval.

Meeting Management & Confidential Information Handling

You coordinate meetings and maintain accurate records of discussions and decisions. This includes taking, transcribing, and maintaining confidential minutes related to labour relations matters and other sensitive issues. You exercise discretion and professionalism when handling confidential information and ensure records are maintained and distributed in accordance with organizational requirements.

Financial Administration & Reporting Support

You support the administration of unit budgets by monitoring expenditures, maintaining financial records, processing business-related expenses, and assisting with budget tracking activities. You contribute to the preparation of reports and summaries that support operational planning, financial accountability, and decision-making.

Quality Assurance & Process Coordination

You…