Administrative Assistant to Director
Top Benefits
About the role
Status
Temporary Full-Time
Temporary - Approximate length of assignment, in months
10 months
Type of Position
a Replacement
Start Date
Immediate
Salary
Annually
Salary Grade
$66,833.00 - $75,892.00
Department
York Region -> Corporate Services -> Property Services
Location
Hybrid work opportunities may apply - CA
Property Services-Admin - 145 Harry Walker Parkway - Newmarket, ON L3Y 7B3 CA (Primary)
Job Description (E)
WHAT WE OFFER
Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.
Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health, dental and life insurance, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services.
Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.
ABOUT THE ROLE
Reporting to the Director, Property Services Branch, provides administrative and clerical support including handling sensitive political and property matters, preparing, editing, documentation including Committee and Council reports, and Briefing Notes, taking formal minutes at meetings, scheduling meetings and appointments, maintaining filing systems, conducting research, responding to and/or redirecting inquiries/communications and completing special projects as assigned.
WHAT YOU'LL BE DOING
- Provides clerical and administrative support to the Director, Property Services Branch, related Branch Management and branch staff.
- Responsible for the security and release of confidential/sensitive documents including proposed land and property acquisition/disposal and Leases.
- Searches and compiles background material for responses to queries, correspondence, reports and meetings.
- Manages financial systems activities for the Branch in accordance with Regional directives, practices, and GAAP, maintaining accounts payable, receivable & purchasing and contract administration system.
- Co-ordinates financial and statistical reporting processes in a timely fashion to the appropriate Managers and Director.
- Prepares subsidy, financial, statistical and cash flow reports. Monitors, controls and balances all cash transactions for the Department.
- Arranges meetings including all associated logistics. Takes minutes at meetings as required.
- Prepares, edits correspondence, Council and Committee reports, Briefing Notes, charts, graphs, etc.
- Handles difficult inquires and requests from the public and Regional staff on property related issues in an expeditious, tactful, and pleasant manner.
- Maintains filing systems and files correspondence, reports, and other documents.
- Monitors and maintains office supplies and ensures effective functioning of office equipment, including ordering supplies, arranging for any necessary repairs, verifying items and invoices received and processing return and/or incorrect orders.
- Operates together with the Department Staffing Coordinator for the on-boarding/off-boarding of staff in Branch
- Provides direction and guidance to Branch Administrative staff, as required.
- Participates on committees, work groups, task forces and special projects, as assigned.
WHAT WE'RE LOOKING FOR
- Successful completion of a Community College Diploma in Business Studies or related field or equivalent approved combination of education and experience.
- Minimum three (3) years progressively responsible administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment.
- Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation, and circulation of minutes with attention to detail and accuracy.
- Intermediate skills in virtual platforms and MS Office Suite including the use of virtual platforms for conducting meetings and/or presentations (if required).
- Ability to manage daily workload, set priorities and meet required deadlines with conflicting demands and changing priorities.
- Demonstrated research and writing skills to prepare draft correspondence and reports related to programs and services delivered using templates and from rough copy.
- Ability to maintain confidentiality and to use tact and discretion when handling difficult inquires and dealing with matters of a highly sensitive nature.
- Excellent interpersonal skills and ability to connect with a range of internal and external stakeholders while focusing on fostering collaborative work relationships.
Council Approval Date
Scheduled Weekly Hours
35
Scheduled Shifts
Operational Hours
Close Date
September 25, 2025
of Hires Needed
1
Union
Non Union Staff
.
Please apply online by 5:00PM EST of the closing date indicated above.
All employment opportunities are recorded on a 24-Hour Career Line and may be accessed by calling 1-877-464-9675 ext. 75508. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Please be advised, York Region uses email as the primary means of communication with candidates and does not use AI technology in any part of the recruitment process. Please ensure your email address is up to date, checked frequently (including your spam folder), and accepts messages from unknown users.
York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email careers@york.ca or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.
About York Region
The Regional Municipality of York is made up of nine cities and towns, and we provide services to 1.2 million residents, 54,000 businesses and 650,000 employees. We have a two-tier government structure, with services provided both by York Region our local-area municipal governments.
At York Region, we know that a healthy and productive workplace is vital to the success of any organization. And year after year, we're recognized as one of the best employers because of what we offer to our employees. Our progressive, collaborative and accountable culture attracts top talent that is driven by a desire to shape and serve the growing community in which we live and work.
Administrative Assistant to Director
Top Benefits
About the role
Status
Temporary Full-Time
Temporary - Approximate length of assignment, in months
10 months
Type of Position
a Replacement
Start Date
Immediate
Salary
Annually
Salary Grade
$66,833.00 - $75,892.00
Department
York Region -> Corporate Services -> Property Services
Location
Hybrid work opportunities may apply - CA
Property Services-Admin - 145 Harry Walker Parkway - Newmarket, ON L3Y 7B3 CA (Primary)
Job Description (E)
WHAT WE OFFER
Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.
Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health, dental and life insurance, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services.
Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.
ABOUT THE ROLE
Reporting to the Director, Property Services Branch, provides administrative and clerical support including handling sensitive political and property matters, preparing, editing, documentation including Committee and Council reports, and Briefing Notes, taking formal minutes at meetings, scheduling meetings and appointments, maintaining filing systems, conducting research, responding to and/or redirecting inquiries/communications and completing special projects as assigned.
WHAT YOU'LL BE DOING
- Provides clerical and administrative support to the Director, Property Services Branch, related Branch Management and branch staff.
- Responsible for the security and release of confidential/sensitive documents including proposed land and property acquisition/disposal and Leases.
- Searches and compiles background material for responses to queries, correspondence, reports and meetings.
- Manages financial systems activities for the Branch in accordance with Regional directives, practices, and GAAP, maintaining accounts payable, receivable & purchasing and contract administration system.
- Co-ordinates financial and statistical reporting processes in a timely fashion to the appropriate Managers and Director.
- Prepares subsidy, financial, statistical and cash flow reports. Monitors, controls and balances all cash transactions for the Department.
- Arranges meetings including all associated logistics. Takes minutes at meetings as required.
- Prepares, edits correspondence, Council and Committee reports, Briefing Notes, charts, graphs, etc.
- Handles difficult inquires and requests from the public and Regional staff on property related issues in an expeditious, tactful, and pleasant manner.
- Maintains filing systems and files correspondence, reports, and other documents.
- Monitors and maintains office supplies and ensures effective functioning of office equipment, including ordering supplies, arranging for any necessary repairs, verifying items and invoices received and processing return and/or incorrect orders.
- Operates together with the Department Staffing Coordinator for the on-boarding/off-boarding of staff in Branch
- Provides direction and guidance to Branch Administrative staff, as required.
- Participates on committees, work groups, task forces and special projects, as assigned.
WHAT WE'RE LOOKING FOR
- Successful completion of a Community College Diploma in Business Studies or related field or equivalent approved combination of education and experience.
- Minimum three (3) years progressively responsible administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment.
- Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation, and circulation of minutes with attention to detail and accuracy.
- Intermediate skills in virtual platforms and MS Office Suite including the use of virtual platforms for conducting meetings and/or presentations (if required).
- Ability to manage daily workload, set priorities and meet required deadlines with conflicting demands and changing priorities.
- Demonstrated research and writing skills to prepare draft correspondence and reports related to programs and services delivered using templates and from rough copy.
- Ability to maintain confidentiality and to use tact and discretion when handling difficult inquires and dealing with matters of a highly sensitive nature.
- Excellent interpersonal skills and ability to connect with a range of internal and external stakeholders while focusing on fostering collaborative work relationships.
Council Approval Date
Scheduled Weekly Hours
35
Scheduled Shifts
Operational Hours
Close Date
September 25, 2025
of Hires Needed
1
Union
Non Union Staff
.
Please apply online by 5:00PM EST of the closing date indicated above.
All employment opportunities are recorded on a 24-Hour Career Line and may be accessed by calling 1-877-464-9675 ext. 75508. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Please be advised, York Region uses email as the primary means of communication with candidates and does not use AI technology in any part of the recruitment process. Please ensure your email address is up to date, checked frequently (including your spam folder), and accepts messages from unknown users.
York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email careers@york.ca or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.
About York Region
The Regional Municipality of York is made up of nine cities and towns, and we provide services to 1.2 million residents, 54,000 businesses and 650,000 employees. We have a two-tier government structure, with services provided both by York Region our local-area municipal governments.
At York Region, we know that a healthy and productive workplace is vital to the success of any organization. And year after year, we're recognized as one of the best employers because of what we offer to our employees. Our progressive, collaborative and accountable culture attracts top talent that is driven by a desire to shape and serve the growing community in which we live and work.