Administrative Assistant

How you will contribute as part of the TRCA team:

The Administrative Assistant is responsible for providing a broad range of administrative, customer service and general office support to their designated team(s)/division.

Major Responsibilities:

• Provides administrative support to Senior Managers which includes but is not limited to, minute taking, memo/documentation creation, committee support, photocopying,  presentation and report development and maintaining an effective filing system
• Ensures the timely processing of accounts payable invoices, purchase orders, cheque requisitions, distribution of payments and the maintaining of program budgets and financial records
• Provide procurement support to teams
• On an ongoing basis, ensures team materials and documentation, including TRCA’s intranet and internet site, are up to date and reflective of current staffing, programming, and operations
• Supports and interacts with multi-stakeholder advisory committee members
• Consistently exercise discretion in handling correspondence, information and all matters of confidentiality; raise issues where appropriate
• Keep others in the immediate team informed and up-to-date about the status/progress of projects, and all relevant or useful information related to day-to-day activities
• Schedules and organizes meetings
• Orders and maintains supplies, office equipment, publications, safety materials etc. for their designated team/division
• Provides reception relief and support

• Provides operational support with respect to Office Services, including ingoing/outgoing of mail/delivery/courier services

What will you need to succeed:

Education (degree/diploma/certifications/licenses)

• Completion of college diploma in Business Administration or a related field

Experience

• 2+ years of experience providing administrative, clerical, records and project support

Knowledge/Skill/Ability – Competencies

• Excellent organization skills; both in-office and virtual files/share office spaces
• Ability to handle support of a division; strong teamwork and relationship-building skills to work with a group dynamic
• Ability to prioritize and take action on the needs of both internal and external customers
• Able to comprehend written documentation and procedural guidelines; skilled in writing clear correspondence (concise, logical, grammatically correct) 
• Ability to communicate effectively with tact and courtesy
• Able to self-manage workload and prioritize tasks as an ongoing challenge in a frequently fluctuating workload and multiple deadlines
• Proficiency in MS Office suite including online software such as MS teams, WebEx, and SharePoint