Administrative Assistant

Job Description:Reporting to the Director, Home and Community Care, the Administrative Assistant, Home and Community Care provides administrative support to ensure the efficient implementation and day-to-day operation of assigned teams at Home and Community Care Support Services Mississauga Halton. The areas of responsibility required by this role involve coordinating calendars, recording meeting minutes, organizing manual and electronic files, managing data entry, and supporting business requirements to ensure that all team members function in the most effective manner.

Reports to: Director, Home and Community Care

Category: Permanent Full-time

Primary Worksite Location: Mississauga Office, 2655 North Sheridan Way; Hybrid role

Start Date: As soon as possible

KEY RESPONSIBILITIES

• Prepares documents as required using word processing, presentation, spreadsheets, database, and related computer software
• Prepares, proofreads, and sends letters, reports, minutes and other material as assigned; prepares correspondence for approval by the Director as directed
• Maintains files and confidential records to ensure corporate compliance
• Performs duties to support work of the Director and of the department including committees, special projects, data collection, etc.
• Prioritizes and manages calendars upon request, and resolves scheduling conflicts as necessary based on changing needs and priorities
• Coordinates meetings as directed; prepares and circulates agendas, minutes and support materials for meetings
• Coordinates workshops and/or events, including booking meetings, invitations, agenda preparation, teleconference support, catering services, location set up and clean up, ensuring all corporate policies are adhered to in regard to catering requests and other applicable miscellaneous requests
• Responds to routine inquiries from other departments and external sources
• Receives, reviews and prioritizes incoming mail, referring materials to appropriate teams for action as appropriate and follows up on outstanding items
• Interacts with contacts to seek and provide information and materials as directed
• Acts as a liaison with counterparts across Home and Community Care Support Services on matters involving committees the Director/ Manager/ team chairs or participates on
• Ensures the maintenance of the filing (paper and electronic) systems for the Director/department
• Edits and maintains the internet/intranet for the department
• Inputs, updates or collates data for the departments statistical reporting
• Perform routine office duties such as filing, photocopying, faxing, mail, courier, and supplies ordering
• Provide backup support to the other administrative staff as required

QUALIFICATIONS

• Post-secondary Certificate or Diploma in Business/Administration/Secretarial Program, general administration or related field (or equivalent combination of education and experience)
• Two to three years’ experience providing administrative support to formal leaders (e.g., knowledge of the formal and informal protocols and methods of supporting senior-level staff)
• Demonstrated experience with administrative procedures, processes and standards
• Ability to use a variety of software programs, databases and programs including proficiency in the Microsoft Office Suite
• Demonstrated ability to integrate information from a variety of sources into effective briefing materials, presentations, reports and summaries
• Flexible, adaptable and responsive to change
• Excellent customer service skills
• Ability to handle sensitive and confidential information in a discreet and professional manner
• Detail oriented, well organized and able to manage time and multi-task to accomplish a variety of tasks, sometimes with conflicting priorities and timelines
• Strong data entry skills with attention to detail and accuracy
• Basic project management skills

All applications will be reviewed however, only those selected for an interview will be contacted.