Administrative Assistant, Director of Employment & Social Services

Halton Region is committed to fostering a diverse, inclusive, and equitable workplace that reflects the communities we serve. We value, welcome and respect the unique perspectives and contributions of all individuals. We encourage applications from Indigenous Peoples (First Nation, Métis, Inuit), Black and racialized persons, persons with disabilities, women, and members of the 2SLGBTQ+ community. Accommodations are available at any point upon request for candidates participating in the selection process.

You make a positive difference in people’s lives because you provide high quality customer centered services.  You operate within a highly ethical environment and will be accountable for going the extra mile, listening to your customers, creatively meeting needs and always being respectful to those you serve.  As a result, you will be part of a qualified and strategic team recognized widely for caring, excellence, integrity, inclusiveness and flexibility.

As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements, including flexibility and improved work-life balance for our employees. This position is eligible for the Hybrid Work Program, with a minimum requirement of three (3) days per week onsite.

Posting ID: 5391
Department: Social & Community Services
Division: Employment & Social Services
Pay Range: $65,242 - $81,553

Job Type: Permanent
Hours of Work: 35 hours per week
Work Location: Halton Regional Centre - 1151 Bronte Road, Oakville 
Employee Group: OCT

Vacancy Status: This posting is for an existing vacancy 
Posting Date: August 17, 2026
Application Deadline: August 30, 2026

Please be advised that the results of this competition may be used to fill subsequent vacancies of the same position within the next 18 months.  

If you’re enthusiastic about the opportunity to work with Halton Region but don’t meet every qualification listed, we still encourage you to apply! This position may be eligible for an underfill opportunity for candidates who do not meet every qualification. We’re always on the lookout for exceptional talent to join our team! 

Job Summary

Provides administrative support to the Director of Employment & Social Services and other areas within the Employment & Social Services Division. This position coordinates administrative processes, meetings, reports, correspondence, and special projects while supporting divisional operations and maintaining effective relationships with internal and external stakeholders. The role handles confidential and politically sensitive information and contributes to the efficient delivery of divisional services.

Duties & Responsibilities

• Organizes the Director's schedule, coordinating appointments, meetings and activities with internal and external stakeholders.
• Composes, prepares and distributes confidential correspondence, reports, presentations and other documentation on behalf of the Director.
• Researches issues, gathers background information, and organizes and maintains paper files and electronic records.
• Coordinates the preparation of Committee and Council reports, memoranda, budget schedules and special projects.
• Manages the Committee and Council report process for the Division by monitoring timelines, following up on report status and ensuring submission requirements are met.
• Supports members of the divisional leadership team with administrative and coordination activities.
• Responds to inquiries from elected officials, community agencies, service providers and other stakeholders, ensuring requests are addressed in a timely manner.
• Provides issues management support by tracking correspondence, messages and other communications, and ensuring the Director is informed of inquiries, issues and ongoing status.
• Coordinates divisional meetings, community meetings, staff meetings, management team meetings, working groups, training sessions and special activities.
• Assists with agenda preparation, presentation materials and minute taking, and ensures agendas and minutes are distributed in a timely manner.

Duties and Responsibilities Continued

• Provides administrative support and back-up coverage to other areas within Social & Community Services as required.
• Coordinates the editing, review and approval process for divisional policies, procedures and operational documents.
• Maintains confidential personnel, administrative and divisional records for the Director.
• Assists with onboarding and orientation activities for new divisional staff.
• Performs other duties as assigned. 

Skills & Qualifications

Essential

• Diploma in Office Administration or a combination of relevant experience and equivalent education will also be considered.
• Minimum five (5) years of progressive administrative experience supporting a senior-level position.
• Excellent written and verbal communication skills and strong interpersonal and customer service skills that include listening and problem solving with proven ability to maintain positive, professional working relationships with team members and internal/external stakeholders.
• Ability to work independently and collaboratively within a team environment.
• Excellent administrative, time management, organization/ planning and self-management skills.
• Experience with calendar management, meeting coordination, event planning, report preparation and project coordination.
• Strong organizational, decision-making and prioritization skills with the ability to manage multiple competing priorities.
• Ability to exercise sound judgment, tact and discretion when handling confidential and politically sensitive information.
• Advanced proficiency with Microsoft 365, including Word, Excel, PowerPoint, Teams, Forms, and Outlook.

Skills and Qualifications Continued

Preferred

• Knowledge of SAP and SharePoint would be an asset.
• Knowledge of Committee and Council reporting processes and procedures would be an asset.
• Experience working within a municipal government, public sector or social services environment would be an asset.
• Knowledge of Employment & Social Services programs and operations would be an asset.
• Experience supporting senior leadership within a large and complex organization would be an asset.

Working/ Employment Conditions

Working Conditions:

• Travel may be required between locations within Halton Region. The incumbent must supply their own transportation. The successful candidate will be required to attend meetings throughout the Region and may occasionally be required to attend meetings in the evening to support divisional activities.

• The incumbent may be required to fulfill roles and responsibilities outlined in the Halton Region Emergency Social Services plan. Roles and responsibilities may include coordinating an emergency social services response and on-call duties. Additional hours and shift work may be required to fulfill these functions.

Employment Conditions:

• Current (obtained within the past six (6) months), original and acceptable Criminal Records Check, by the first day of employment.

Important information about your application:

• In accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process.  If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.  
• Please submit your application online. We will accommodate individual needs for applicants with disabilities and others who are not able to apply online. If you experience any issues with submitting your application, please contact HR Access at Show phone number.   
• Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.
• We encourage applications from all qualified individuals; however, only those under consideration will be contacted.
• Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.
• If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.

Halton Region serves more than 650,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment.