Job Description
JOB TITLE: Assistant to the Director, Economic DevelopmentDEPARTMENT: Office of the CAOPOSTING NUMBER: 106192NUMBER OF POSITIONS: 1JOB STATUS & DURATION: Full Time PermanentHOURS OF WORK: 35-hour workweekLOCATION: Hybrid Model*– when working onsite, you will report to the location of City Hall.SALARY GRADE: 3HIRING SALARY RANGE: $67,530.00 - $75,971.00 per annumMAXIMUM OF SALARY RANGE: $84,412.00 per annumJOB TYPE: Management and AdministrationPOSTING DATE: July 17, 2024CLOSING DATE: July 22, 2024AREA OF RESPONSIBILITY:Reports to Director, Economic Development & International Relations, this role proactively manages the Director's calendar, scheduling appointments, meetings, and travel to optimize time and resources. In addition to these core responsibilities, the position coordinates other administrative activities of the Director and division, streamlining workflows, meeting deadlines, and providing research and recommendations to support new initiatives. The role demonstrates strong judgment and independence to uphold corporate standards, best practices, and departmental policies.Distinctions: This is an administration-focused position with a leadership role in coordinating work processes, workflow, deadlines and deliverables, specialized small-scale projects, and scheduling and calendar management.KEY RESPONSIBILITIES:SCHEDULE AND LOGISTICAL SUPPORTCoordinate and ensure daily itinerary of the Director, Economic Development and International Relations is current, discuss priorities and maintain calendar, email, correspondence, and/or other related requests that require immediate attention on behalf of the Director in a timely and professional manner.Coordinate and organize local and international meeting requests, events, public/staff/elected official attendance, or other related requests; book and arrange conference rooms, IT resources, travel arrangements, conference registration, accommodation, and refreshments as required in support of a smooth and efficient meeting by minimizing scheduling conflicts.Conduct preliminary research to establish benchmarks, identify profiles of businesses and contacts, gain insight on programs and processes, and provide relevant information to the Director.Manage and track timelines, limitation periods and deadlines.OPERATIONAL ACCOUNTABILITYProvide organized and proactive administrative support to the Director, and to a sectional or divisional team of professionals, including preparation, review, processing and distribution of correspondence, documentation, presentations, and reports, and answering queries.Act as point of contact for administrative functions such as records management, asset management, space planning, time entry and accounts payable.Complete accurate work within established timeframes and meet external deadlines under pressure.COMMUNICATION AND REPORTINGManage communications professionally with all internal and external stakeholders, including assistants acting on behalf of Executives/CEOs/Presidents of private and local/international companies and organizations to follow up on potential business partnerships, as well as communication with senior level government officials and their representatives.Prepare and create correspondence, briefing and summary notes, reports, and presentations, ensuring completed materials accurately capture meeting notes and next steps, and meet established deadlines and confidentiality.Act as a communication channel for organizational notices and provide relevant information to staff to ensure effective communication of impending deadlines of assignments in a timely and efficient manner to meet goals and objectives as assigned by the Director.CUSTOMER SERVICETake inquiries from internal and external stakeholders, prioritize requests & respond accordingly.Provide prompt and professional service within service expectations.Build and maintain a positive relationship with internal and external stakeholders, including representatives from international businesses, and foreign governments.CONFIDENTIALITYMaintain confidentiality based on requirement to access, review, maintain and distribute sensitive divisional and organizational communication, materials, and records.Delegate and oversee documentation to support disciplinary, grievance and performance matters.TEAMWORK AND COOPERATIONParticipate in planning, coordinating, and implementing department events as requested.Work well within diverse groups to achieve common goals and objectives to improve efficiency.Demonstrate corporate values at all times.Participate as a member of cross-functional team.Provide support/backup as necessary.SELECTION CRITERIA:EDUCATION:Certificate or Diploma in Office Administration or similar program.REQUIRED EXPERIENCE:Minimum 5 years administrative / secretarial experience at a senior level, including calendar management.OTHER SKILLS AND ASSETS:Strong Customer Service skills to handle enquiries and resolve issues in a professional and timely manner and ability to manage and direct calls in a prioritized 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.Analytical skills for complex problem solving.Computer proficiency in Microsoft office suiteSupervisory experience is an asset.**Various tests and/or exams may be administered as part of the selection criteria.Interview: Our recruitment process may be completed with video conference technology.As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available. *Our Hybrid Model is subject to change.If this opportunity matches your interest and experience, please apply online by clicking the button above quoting reference #106192 by July 22, 2024, and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.If you would like to request content in an alternate format, please contact the Accessibility office by submitting a newCity of Brampton
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