Administrative Assistant I

As an Administrative Assistant for the Planning and Environment Services Branch, you will serve as the central information hub and primary point of contact for the Branch Manager’s Office. In this dynamic, fast-paced, senior-level administrative role, you will be instrumental in maintaining the operational efficiency and responsiveness of the entire branch. You will oversee day-to-day business operations, coordinate high-priority schedules, and manage the administrative workflows that keep our team connected and effective. Acting as a trusted coordinator, you will liaise between leadership, internal teams, and external collaborators while handling sensitive information with utmost discretion and diplomacy. Additionally, you will provide guidance and supervision to clerical staff, helping foster a collaborative and supportive team culture. If you are a proactive problem-solver with exceptional organizational skills who thrives in a fast-paced environment, we welcome your application! What will you do? - Act as the primary administrative support for the Branch Manager and leadership team, managing complex calendars, scheduling, and meeting logistics. - Prepare, review, and track high-level documents, including Council/Committee reports, briefing memos, agendas, and minutes. - Coordinate, assign, and track incoming inquiries (including 311 and leadership inquiries) and ATIA requests to ensure timely responses. - Oversee branch administrative operations, such as staff on/offboarding, supply ordering, Google site maintenance, and corporate directory updates. - Provide leadership, task coordination, performance check-ins, and coaching for clerical support staff within the branch. - Manage workflow tracking, financial administrative tasks (expense claims, corporate credit cards, invoices), and standard operating procedures. - Participate as a member of the branch OH&S committee, organizing safety floor inspections and communicating safety information. - Build positive working relationships with internal collaborators, the Mayor's Office, Councillors' offices, and external community partners.