Director’s Administrative Assistant

Key Responsibilities:

• Manage the Director’s schedule including coordinating meetings, preparing meeting materials and logistics
• Efficiently manage Director’s email correspondence, ensuring timely responses, prioritizing messages, and maintaining organized communication to support seamless workflow and decision-making
• Draft meeting agendas, and record, transcribe, distribute meeting minutes; ensure outstanding action items list is kept up to date for internal/external meetings and committees
• Liaise with Senior Administration and Executive Assistants to coordinate Council reports, Executive Team issue briefs, and Senior Leadership Team issue briefs
• Review Council meeting agendas, minutes, action sheets and outstanding Councillor inquiries to ensure action items related to the department are handled promptly and in accordance with corporate and division guidelines
• Provide administrative support for the department budget and financial reporting
• Subject matter expert providing leadership and advice to department staff to ensure consistency throughout the department for records management
• Coordinate department meetings, leadership team meetings and events/initiatives
• Assist with other necessary administrative duties as required by the department