Administrative Assistant, Engineering Services
Top Benefits
About the role
Position Type:
Regular Full Time (RFT)
Closing Date:
June 19, 2025
Salary/Wage Range:
$61,424.00 - $76,780.00
Working for the City of Burlington
A great career is closer than you think. Come work for the City of Burlington, where you'll be joining an innovative and progressive workplace focused on building a 21st century city that respects the diversity of our residents, visitors and employees; and prioritizes continuous opportunities for you to learn and grow.
We don't just spend time attracting the best talent. We spend time and resources to keep the best talent. This may include: flexible working hours, mobile and hybrid working arrangements, a great pension and benefits package, as well as programs to foster innovation and leadership.
Please note: the Salary/Wage Range is currently under review.
Hours of Work
35 hours per week
Department
Engineering Services
Location
This position is eligible for a hybrid work model. Your primary office location will be based out of City Hall located at 426 Brant Street, Burlington, ON. Work location is subject to change at the discretion of the City due to operational demands. Effective January 2026 this role will be in person a minimum of 10 days per month.
Position Overview
The Administrative Assistant, Engineering Services provides high-level administrative and organizational support to ensure the smooth functioning of the Engineering Services Department. This position supports the Director’s communications and calendar, organizes meetings, prepares documents, handles confidential information, and facilitates interactions with internal and external stakeholders. The Administrative Assistant also administers all permits and related communication for Engineering Services and operates the Point of Sale (POS) system and coordinates related matters with the Finance Department. This position directs customer and council inquiries to the appropriate section manager and provides some administrative support to the Engineering Services Leadership Team. The role requires professionalism, discretion, and the ability to act proactively on behalf of the Director.
Responsibilities
The Administrative Assistant, Engineering Services:
- Provides comprehensive administrative support to the Director, including managing emails, calendars, scheduling appointments, and coordinating meetings.
- Drafts and reviews correspondence such as emails, memos, and reports on behalf of the Director, Engineering Services, ensuring professionalism, discretion, and accuracy.
- Prepares, coordinates, proofreads, and finalizes council reports, presentations, agendas, meeting minutes, and other correspondence.
- Tracks and follow up on action items and deadlines for the Director and team, ensuring timely completion and reporting.
- Coordinates leadership vacation schedules and Acting Director assignments; proactively manage annual staff reporting processes and associated deadlines.
- Handles confidential and sensitive information with discretion, particularly in areas involving staffing, labour relations, legal matters, and zero tolerance issues.
- Supports the preparation and monitoring of the Director’s operating budget and expense submissions, ensuring alignment with financial guidelines.
- Administers and tracks training and conference requests and approvals for departmental staff.
- Contributes to special assignments and departmental initiatives as directed, supporting both daily operations and broader strategic projects.
- Coordinates and administers municipal permits including Municipal Consent, Grading and Drainage Clearance Certificates, Driveway, and Private Permits, and manage associated payments through the POS system and AMANDA.
- Provides frontline communication and customer service, acting as a primary point of contact for internal and external stakeholders, including residents, City Council, and other departments.
- Delivers high-level administrative support to the Engineering Services department, including payment coordination, document administration via DocuSign, supply ordering, and onboarding of new staff.
- Serves as Emergency Operations Centre (EOC) Scribe as required, supporting the City’s EOC and Emergency Control Group by preparing agendas and documenting meetings.
Requirements
The successful incumbent will have a two (2) year College Diploma in Business Administration, or a related field. More than two (2) up to four (4) years of experience providing executive level support at the Director level, paired with exceptional analytical, organizational, and diplomacy skills. Ability to work well under pressure, complete multiple assignments and thrive in a high-volume workplace with multiple deadlines and a necessity for a high degree of accuracy and attention to detail. Strong proficiency using Microsoft Office Suites (Word, Excel, Outlook and PowerPoint). Experience using Workday or financial reporting software is considered an asset.
Accommodations
In accordance with the Accessibility for Ontarians with Disabilities Act, the City of Burlington accommodates the individual needs of applicants with disabilities within the recruitment process. Please call us at 905-335-7602 or email us at:
hr@burlington.ca
if you require accommodation to ensure your equal participation in the recruitment and selection process.
Note to Applicants:
We thank all those who apply for positions, but only those applicants who are invited for an interview will be contacted.
About City of Burlington, Ontario
As you look through our current job openings, remember: the grass is greener at the City of Burlington. With approximately 890 full-time and 600 part-time employees, we focus on teamwork, collaboration and investing in our co-workers. It’s no wonder our employee turnover rate is less than 7 per cent (that’s good). The City of Burlington is an award winning city, filled with award winning staff. In fact, we put the “greater” in the GTA.
As public servants, our job is to provide excellent public service and good value for taxes. Our staff know this and are proud of the work they do, because as Canada’s best mid-sized city, we’re second to none. Our staff are dedicated, caring, professional and award winning. We have excellent benefits and pension as well as flexible work arrangements such as work from home, job sharing/rotations and a compressed work week. If you want to join a forward-thinking organization, apply today. Come for the job, stay for the career. We’ve got it all.
Administrative Assistant, Engineering Services
Top Benefits
About the role
Position Type:
Regular Full Time (RFT)
Closing Date:
June 19, 2025
Salary/Wage Range:
$61,424.00 - $76,780.00
Working for the City of Burlington
A great career is closer than you think. Come work for the City of Burlington, where you'll be joining an innovative and progressive workplace focused on building a 21st century city that respects the diversity of our residents, visitors and employees; and prioritizes continuous opportunities for you to learn and grow.
We don't just spend time attracting the best talent. We spend time and resources to keep the best talent. This may include: flexible working hours, mobile and hybrid working arrangements, a great pension and benefits package, as well as programs to foster innovation and leadership.
Please note: the Salary/Wage Range is currently under review.
Hours of Work
35 hours per week
Department
Engineering Services
Location
This position is eligible for a hybrid work model. Your primary office location will be based out of City Hall located at 426 Brant Street, Burlington, ON. Work location is subject to change at the discretion of the City due to operational demands. Effective January 2026 this role will be in person a minimum of 10 days per month.
Position Overview
The Administrative Assistant, Engineering Services provides high-level administrative and organizational support to ensure the smooth functioning of the Engineering Services Department. This position supports the Director’s communications and calendar, organizes meetings, prepares documents, handles confidential information, and facilitates interactions with internal and external stakeholders. The Administrative Assistant also administers all permits and related communication for Engineering Services and operates the Point of Sale (POS) system and coordinates related matters with the Finance Department. This position directs customer and council inquiries to the appropriate section manager and provides some administrative support to the Engineering Services Leadership Team. The role requires professionalism, discretion, and the ability to act proactively on behalf of the Director.
Responsibilities
The Administrative Assistant, Engineering Services:
- Provides comprehensive administrative support to the Director, including managing emails, calendars, scheduling appointments, and coordinating meetings.
- Drafts and reviews correspondence such as emails, memos, and reports on behalf of the Director, Engineering Services, ensuring professionalism, discretion, and accuracy.
- Prepares, coordinates, proofreads, and finalizes council reports, presentations, agendas, meeting minutes, and other correspondence.
- Tracks and follow up on action items and deadlines for the Director and team, ensuring timely completion and reporting.
- Coordinates leadership vacation schedules and Acting Director assignments; proactively manage annual staff reporting processes and associated deadlines.
- Handles confidential and sensitive information with discretion, particularly in areas involving staffing, labour relations, legal matters, and zero tolerance issues.
- Supports the preparation and monitoring of the Director’s operating budget and expense submissions, ensuring alignment with financial guidelines.
- Administers and tracks training and conference requests and approvals for departmental staff.
- Contributes to special assignments and departmental initiatives as directed, supporting both daily operations and broader strategic projects.
- Coordinates and administers municipal permits including Municipal Consent, Grading and Drainage Clearance Certificates, Driveway, and Private Permits, and manage associated payments through the POS system and AMANDA.
- Provides frontline communication and customer service, acting as a primary point of contact for internal and external stakeholders, including residents, City Council, and other departments.
- Delivers high-level administrative support to the Engineering Services department, including payment coordination, document administration via DocuSign, supply ordering, and onboarding of new staff.
- Serves as Emergency Operations Centre (EOC) Scribe as required, supporting the City’s EOC and Emergency Control Group by preparing agendas and documenting meetings.
Requirements
The successful incumbent will have a two (2) year College Diploma in Business Administration, or a related field. More than two (2) up to four (4) years of experience providing executive level support at the Director level, paired with exceptional analytical, organizational, and diplomacy skills. Ability to work well under pressure, complete multiple assignments and thrive in a high-volume workplace with multiple deadlines and a necessity for a high degree of accuracy and attention to detail. Strong proficiency using Microsoft Office Suites (Word, Excel, Outlook and PowerPoint). Experience using Workday or financial reporting software is considered an asset.
Accommodations
In accordance with the Accessibility for Ontarians with Disabilities Act, the City of Burlington accommodates the individual needs of applicants with disabilities within the recruitment process. Please call us at 905-335-7602 or email us at:
hr@burlington.ca
if you require accommodation to ensure your equal participation in the recruitment and selection process.
Note to Applicants:
We thank all those who apply for positions, but only those applicants who are invited for an interview will be contacted.
About City of Burlington, Ontario
As you look through our current job openings, remember: the grass is greener at the City of Burlington. With approximately 890 full-time and 600 part-time employees, we focus on teamwork, collaboration and investing in our co-workers. It’s no wonder our employee turnover rate is less than 7 per cent (that’s good). The City of Burlington is an award winning city, filled with award winning staff. In fact, we put the “greater” in the GTA.
As public servants, our job is to provide excellent public service and good value for taxes. Our staff know this and are proud of the work they do, because as Canada’s best mid-sized city, we’re second to none. Our staff are dedicated, caring, professional and award winning. We have excellent benefits and pension as well as flexible work arrangements such as work from home, job sharing/rotations and a compressed work week. If you want to join a forward-thinking organization, apply today. Come for the job, stay for the career. We’ve got it all.