Description:
Job Description
Administrative Assistant, Managing Director, Finance & Treasurer
Corporate Finance, Corporate Services
Status: Regular Full Time
Work Mode: Hybrid * see below for more details about this work mode.
Location: 10 Peel Centre Drive, Brampton
Hours of work: 35 hours per week
The Opportunity
Reporting to the Managing Director, Finance & Treasurer, you will play a critical role in ensuring the smooth operation of the Finance division. From managing schedules, coordinating meetings, generating, preparing and formatting reports and maintaining records, you’ll be the organizational backbone that supports Finance’s leadership and enables effective decision-making. This is a role for a detail-oriented professional who thrives in a fast-paced environment, values confidentiality, and enjoys working collaboratively to keep things running seamlessly.
What You Will Do In This Role
Administrative Coordination
- Provide proactive and direct administrative support for the Managing Director, Finance & Treasurer and the Senior Director, Business & Financial Planning and Deputy Treasurer.
- Organize and maintain calendars, schedule meetings, and resolve conflicts.
- Act as a point of contact for information submissions, approvals and monitoring of deliverables to the Managing Director.
Meeting & Committee Support
- Schedule and set up meetings, prepare agendas, and distribute materials.
- Attend meetings, take minutes, and track action items for follow-up.
- Track and monitor work plans, corporate reports on behalf of all of Finance through SharePoint, eScribe, Microsoft Lists, or other tools.
Communication & Documentation
- Respond and track information requests on behalf of Finance Directors.
- Draft, edit, and prepare correspondence, reports, and presentation materials as required.
- Manage incoming and outgoing mail and ensure timely distribution.
Financial & Operational Support
- Process and reconcile P-card purchases and investigate discrepancies.
- Maintain accurate electronic and hard-copy filing systems.
- Assist with business expense claims and travel reporting.
HR & Onboarding Support
- Organize and maintain employee records and data in HRMS Time and Attendance.
- Coordinate onboarding activities when required, including signing authority, provision of IT software and hardware, facility and system access.
What The Role Requires
- Completion of a post-secondary diploma or degree in office administration or a related field, or an equivalent combination of education and experience.
- Minimum 3 years of administrative support experience, preferably within a government or public sector environment.
- A strong Proficiency in Microsoft Office 365 products (Word, Excel, PowerPoint, Outlook, SharePoint) and other relevant software applications.
- Familiarity with the municipal finance sector in Ontario is an asset.
- Ability to apply discretion and maintain confidentiality.
- Strong organizational and time management skills with the ability to handle shifting priorities.
Skills/ Abilities
- Excellent verbal and written communication skills, including minute-taking and drafting correspondence.
- Strong aptitude for the use of technology to improve the organization of work within a Division is required.
- Detail-oriented with strong critical thinking and problem-solving skills.
- Customer service focus with tact and diplomacy.
- Knowledge of Peel’s programs, and services is an asset.
- Familiarity with corporate policies, procedures, and major activities.