Under the general supervision of the Team Lead, Community Safety Team, Office of the CAO, the Administrative Office Coordinator provides executive administrative support ranging from routine to complex tasks in a highly confidential and sensitive environment. Responsibilities include direct support to the Team Lead, as well as support for technical and operational systems that are used by all staff.
The Administrative Office Coordinator is responsible for organizing work flow, establishing and maintaining effective and efficient systems for correspondence and tracking; priority identification including deadline control; follow up and completion of action items, scheduling of meetings with internal and external clients, screening and referral of incoming inquiries and requests; information gathering and compilation and preparation of routine to complex and highly sensitive correspondence. Research, data analysis and project support are required to assist the Community Safety Team Lead.
As the Administrative Office Coordinator, your duties will include:
- Manage and coordinate administrative office activities for the Community Safety Team Lead and provide administrative consultative service
- Develop and maintain an ongoing knowledge of current issues and strategic objectives being dealt with by the Community Safety Team Lead, provide research and assists in issues management. Assist with the enhancement of departmental processes to address identified issues.
- Support day-to-day operations of the Community Safety Team
- Provide ongoing supervision to clerical staff
- Provide special project support
Your education and qualifications include:
- Completion of a Bachelor’s Degree in Business Administration. An equivalent combination of education, training and experience may be considered.
- 1-2 years of progressively responsible and diversified office and administrative experience, including managing and coordinating schedules and calendars for management.
- Previous experience supervising the work of others.
- Experience coordinating financial processes and documentation, including processing, reconciling invoices and payments.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office skills (including Outlook, Word, Excel).
- Ability to work independently and make decisions relative to coordinating and assigning requests for action.
- Ability to recognize politically sensitive issues and deal with confidential information with a high degree of judgement and discretion.
- Ability to summarize reports or other material and to compose effective and accurate correspondence.
- Ability to establish and maintain effective working relationships with all levels of the organization including stakeholders and the public.
- Ability to initiate, plan, design and implement policies, procedures and projects.
- Ability to organize and prioritize multiple tasks and work to tight deadlines and variable work demands
- Knowledge of the principles of office management and of progressive office procedures and systems.
- IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://canalliance.org/en/ at application.
Conditions of employment:
- The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
- Police Information Check satisfactory to the employer will be required from the successful applicant at their expense.
- Required to maintain basic first aid and CPR certification.
