Administrative Assistant Director Procurement

Administrative Assistant to the Director, Procurement

Legislative Services - Procurement

Status: Regular Full Time

Salary Range: $71,549 - $89,436 per annum (plus comprehensive benefits)

Hiring Range: $71,549 - $80,493 per annum (plus comprehensive benefits)

Work mode: Hybrid* see below for more details about this work mode

Location:10 Peel Centre Drive, Brampton

Hours of work: 35 hours per week

What you will do in this role: 

• Monitor electronic inbox to and from the Director's office
• Organize and maintain the Director’s schedule, including meetings and activities, in response to requests from the Director and other internal and external stakeholders
• Prepare, distribute, and manage agendas and meeting materials; record minutes and action items, and ensure timely follow-up
• Stay informed of current issues and initiatives within the division to support effective decision-making
• Organize file systems in SharePoint, prioritizing, organizing and scheduling appointments, meetings, deadlines, etc.
• Maintain Divisional policies and procedures, ensure the completion of annual updates and upload to central SharePoint folder
• Determine type and complete document execution forms and routing to obtain appropriate signatures for agreements.
• Prepare and coordinate documents for DocuSign
• P-Card reconciliation as per Regional policy for Administrative Assistant and Director’s P-Card
• Reconcile computer inventory and cell-phones.
• Arrange travel and accommodation requirements for Director and staff attendances at conferences/ training including budget reconcilliation
• Provide coverage and coordination with the Administrative Assistants in Legislative Services
• Ensure divisional orientation presentations are updated semi-annually, and organization charts are current
• Ensure divisional staff and management telephone and distribution lists are current
• Ensure timely and sensitive paperwork is processed in an efficient manner; actively managing a follow-up system to ensure work proceeds in a smooth manner
• Maintain the divisional Position Management database (team restructuring, transfers, new hires, inactive and contract positions)
• Receive and respond to emails, stakeholder requests from Councillers, vendors and other external stakeholders, accurately documenting information or directing inquiries to the appropriate area within the organization.
• Maintain Council report agenda items, assist with eScribe approval routing
• Prepare a variety of correspondence, reports, and documents, including drafting original materials for the Director’s review and signature
• Develop presentation materials, including slides, spreadsheets, and other supporting documentation
• Support special projects and perform other related duties within the scope of the position, as required

 What the role requires:

• A satisfactory Level 1 Criminal Record Check obtained directly from a police station (third-party background checks will not be accepted)
• Successful completion of a post-secondary secretarial or administrative assistant program, plus a minimum of three (3) years of relevant experience, or an equivalent combination of education and experience

 Skills/Abilities: 

• Advanced MS Office applications, especially MS Word, Excel, PowerPoint, Visio, SharePoint and OneDrive and SAP Success Factors
• Excellent verbal communication skills
• Strong writing skills
• Proven ability to problem-solve and be proactive
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

 Nice to have:  

• Previous experience working for a manager, director or executive level position
• Public sector experience would be considered an asset

 Perks @ Peel and why you will love working for us: 

• Comprehensive Health, Dental, Vision benefit plan including psychological health, effective start date 
• Automatic enrolment into OMERS pension plan (where applicable) 
• Accrue Vacation on a monthly basis starting at 3 weeks per annum 
• 3 Paid personal days and floating holidays
• Flexible hours supporting your wellness and wellbeing
• Annual performance review and merit increases based on performance
• Supportive leadership and a culture of respect and inclusion 
• Access to tuition reimbursement (where applicable) and learning and development resources 

 Be Bold. Think Big. Join Us.

Work Mode & Job Location: Hybrid; at 10 Peel Centre Drive, Brampton

In this role, you’ll benefit from the flexibility of a hybrid work arrangement that prioritizes meaningful in-person connection. A minimum of two days per week on-site is expected, with additional in-person presence as operational needs evolve. This arrangement allows for a blend of in person and hybrid work that adapts to support both organizational priorities and employee flexibility and is subject to change over time.

It's important to note that your off-site work location must be within the province of Ontario. This ensures that we're compliant with all regulations and policies.

Interview: Our recruitment process will include video technology

Kindly ensure to regularly monitor your spam and junk email folders, as important communications regarding your application may be directed there.  

If this opportunity matches your qualifications and experience, please apply on-line.

Peel Region consists of the cities of Brampton and Mississauga, and the town of Caledon.  Peel Region delivers essential services to more than 1.5 million residents and approximately 200,000 businesses.

We’re working to create a community that is safe, inclusive, and accessible.  A place where everyone feels they belong and can access the services they need to thrive throughout each stage of life.

Our workforce is 6,700 strong and since 1974, we’ve been delivering a wide range of resident focused services. Our services include paramedic services, health programs, long-term care and services for seniors, child care support, garbage collection and recycling, waste water and water treatment, road maintenance, financial assistance, and housing support. 

Recognized by Canada's Healthy Workplace Month® with the Great Employer Award presented by Excellence Canada, Peel Region is a place where everyone feels they belong. We strive to develop a workplace that values and respects diversity, practices inclusion, recognizes the unique contributions and abilities of all people and facilitates innovative thinking. At Peel Region, people come first. Each employee has an important role within our community and when we work together, it’s impactful. We encourage you to join us in delivering essential services and programs to our diverse community. You won't find a better opportunity than Peel Region.

Peel Region is committed to a diverse and inclusive workplace where everyone is respected and valued for their contributions, and where everyone is treated fairly and has opportunity to grow and develop. As one of the most diverse regions in Canada, we are committed to establishing a qualified workforce that is reflective of the population we serve.

Peel Region is committed to providing accommodations throughout the recruitment process, upon request. If you require accommodation, please notify us and we will work with you to meet your needs. Accessible formats and communication supports are available. Please contact zzg-hrtalentacquisition@peelregion.ca 

Please be advised, Peel Region uses email to communicate with applicants for open job competitions and does not use AI technology in any part of the recruitment process. 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 position and your application will be removed from the competition.