Executive Assistant to the Commissioner (Corporate Services)

Job Responsibility:

Executive Assistant to the Commissioner (Corporate Services)

Job Number: 2946 Job Type: Temporary Full-Time Temp Contract Length: 24 Months Location: 150 Frederick St - Regional Admin Headquarters Job Category: Administration Number of Positions: 1 Department: Corporate Services Administrator Division: Corporate Services Hours of Work: 35 Union: Management/Management Support Grade: Management/Management Support Grade 02 Salary Range: $35.47 - $44.35 per hour About Us! The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity. Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community. The Role Provides executive assistance and administrative support to the Commissioner and departmental leadership team. Duties/Responsibilities

• Provides confidential administrative support (including sensitive/labour relations issues and legal matters) and follow-up as needed (e.g., documents, reports, agendas, minutes, filing, presentations, “all-staff” department communications).
• Coordinates submission of departmental Council and Committee reports (e.g., scheduling, tracking, monitoring deadlines, orienting new managers to processes, distributing). Ensures documents comply with accessibility standards. Tracks outstanding issues arising from committees and/or Council. Sends Council resolutions to staff for action.
• Manages the Commissioner's electronic calendar and daily schedule. Ensures coordination of activities and prepares/consolidates materials in advance of meetings and events. Sorts and prioritizes Commissioner's mail. Makes reservations/travel arrangements. Maintains the Commissioner's inbox.
• Prepares routine correspondence, reports, and presentations under direction from the Commissioner or departmental leadership team.
• Participates on project teams, and acts as project administrator/coordinator as requested.
• Establishes and promotes best practices amongst departmental administrative staff to ensure consistency and continuous improvement of administrative practices within the Department.
• Organizes meetings as required by the Department (e.g. sends invites, coordinates agenda information, records minutes/action items, collates information). This could include meetings with the Department, other departments, area municipality committees, Regional Chair.
• Participates as a departmental representative and provides guidance and assistance to departmental staff on corporate programs. Attends corporate administrative support group meetings to share information and resources, ensure consistent support to the senior management team, and coordinate departmental administrative activities.
• Responds to service inquiries from staff, Regional Council, the public, consultants, and agencies, or coordinates with appropriate staff.
• Acts as a records coordinator for Corporate Services and the Region's Risk Manager. Provides orientation and assistance to staff regarding information management policies, procedures, and records classification. Maintains a list of general records and personal information banks in the Department. Assists with records transfer to storage or destruction (including approving work completed by records assistants). Provides corporate updates on procedures and initiatives to departmental records assistants.
• Provides administrative support/acts as scribe during declared emergencies.
• Compiles information for the Department's strategic plan and progress reports.
• Prepares the annual administration budget for Commissioner approval, coordinates departmental budget and investigates discrepancies as required. Monitors budget expenditures ensures account numbers are assigned. Has signing authority for office supplies, invoice, cheque, and purchase requisitions, travel expenses for temporary staff, and petty cash. Has a purchasing card. Recommends the purchase of new office equipment. Arranges for servicing and repair of office equipment, and houses departmental equipment for sign out (e.g., laptop, projector).
• Onboards/offboards new departmental senior management staff.

Additional Duties/Responsibilities

• Has contact with staff from Ministries, municipalities, and other external stakeholders to exchange information and organize meetings. Has contact with the public and media to exchange information, conduct research, and provide information on departmental matters.
• Develops/updates forms, templates, and checklists. Updates department email groups. Edits and updates department web portal pages.
• Coordinates the Department's employee recognition program (e.g., nominees, documentation, speeches, rewards, event setup).
• Coordinates, arranges attendance, and performs administrative duties for Regional Treasurer meetings and Area Treasurer meetings on a rotating basis.
• Prepares, reviews, and edits budget agendas and reports, including packages for the Corporate Leadership Team.
• Issues income tax receipts for monetary donations and artifacts donated to the Region.
• Receives and arranges signing of legal documents, development charge agreements, banking documents, CAO procurement reports and other internal documents, and financial reports from/for Ministries, government agencies, and external auditors
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures, budgeting and financial administration, word processing, organizational and research skills are normally acquired through some post-secondary courses in a related field (e.g., public administration, business administration, communications), plus progressively responsible related experience.
• Knowledge of the Region, its strategic direction and services, organizational structure, regulations, and departmental programs/responsibilities.
• Knowledge of and ability to comply with policies, procedures and related legislation (e.g. privacy). Understanding of Council procedures and practices to support the Commissioner.
• Organizational, time management, and problem-solving skills to anticipate, identify, and address others' needs; plan and prioritize work and collect, compile, and report information for same; meet deadlines; balance competing priorities (with flexibility to change priorities quickly); conduct assigned research; assess and improve administrative methods and procedures; and work independently.
• Interpersonal and communication skills to relay information clearly and tactfully to staff, the public, elected officials, and represent the Department and Region; follow up on, collect, and organize information; stay calm when dealing with urgent requests and difficult contacts; and participate as an effective team member.
• Ability to read and understand Council and Committee agendas, reports, resolutions, minutes, correspondence, newsletters, policies, and program related information. Ability to write and edit correspondence, reports, agendas, minutes, and administrative manuals, and prepare graphics used in presentations.
• Ability to exhibit confidentiality and discretion in handling confidential/sensitive information.
• Ability to work independently and participate as an effective team member.
• Attention to detail and ability to proofread/edit reports and other documents. Ability to record minutes and draft correspondence to all levels of staff and agencies. Ability to ensure documents comply with accessibility requirements.
• Computer skills with ability to use software such as Microsoft Office, a computerized financial system, document management system, and the Internet/Intranet. Skill using a multi-line phone.
• Must provide an acceptable criminal record and judicial matters police check for bondability.
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region's values.

The Region of Waterloo is an equal opportunity employer dedicated to an inclusive and accessible recruitment process. We actively encourage applications from diverse groups, including Black, racialized, First Nations, Métis, Inuit individuals, women, people with disabilities, and 2SLGBTQIA+ persons, and are committed to equity, diversity, accessibility, and inclusion in the workplace. For an accommodation request, please contact us and we will work with you to meet your accessibility needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number View phone number on ca.edajobs.com to request an alternate format, or email View email address on ca.edajobs.com. Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).