Description:
We are seeking a highly organized and detailed-oriented Administrative Coordinator to provide comprehensive support to our New Initiatives & Ballot Accounting team. Reporting directly to the Manager, New Initiatives & Ballot Accounting, you’ll play an important role in managing the manager’s calendar and emails while ensuring alignment with team objectives and priorities. Additionally, you’ll provide comprehensive administrative support to the team, coordinate stakeholder meetings and engagement sessions, and act as a point of contact for external stakeholders liaising with the team.
What will you do?
- Coordinate meetings and events by planning, organizing, and scheduling attendees, rooms, and resources
- Prepare agendas and materials, informing and preparing participants
- Monitor and filter Manager's emails, identifying items requiring action, decisions, or information
- Transcribe meeting minutes and actionables during meetings with stakeholders. Assist with voter registration and Recount Centre mock trials, including setting up training sessions, printing relevant documents, scheduling meeting rooms, taking meeting minutes
- Support Local Political Party, Slates, and Third Party Advertisers (TPA) registration processes by answering emails, phone calls and faxes
- Support Local Political Party and Slates, and TPA financial disclosure processes by answering emails, phone calls and faxes.
- Maintain records related to ballot accounting in compliance with legislative guidelines
- Support the Ballot Accounting Oversight & Recount Readiness team in recruiting temporary staff by coordinating interview setups as needed
- Assist in setting up the Elections Recount Centre, ensuring all equipment and resources are available
Qualifications:
- Completion of grade twelve (12) including business subjects related to word and information processing and training in computer applications
- 2+ years experience working in an administrative capacity at the City or a large organization or municipality
- Knowledge of office practices, records keeping, customer service skills and dealing with the public
Assets:
- SAP Ariba (or similar purchase order system)
- Ariba (or other type of contract management software)
Skills required for success:
- Strong verbal and written communication skills
- Experience maintaining an effective records management system
- Experience working in an environment with changing priorities each day along with a change in workflow according to project timelines and milestones
- Understanding of general office procedures, practices and equipment
- Able to maintain a general level of understanding of the Local Authorities Election Act
- Able to oversee and supervise the work of other administrative support staff
- Able to deal with the public and internal contacts in a professional manner
- Able to complete data entry tasks quickly and accurately
- Knowledge of set up, refresh and inventory for various devices (phones, tablets, laptops) and equipment with the ability to troubleshoot when issues arise
- Intermediate proficiency with office suites; Google Suite (Docs, Sheets, Slides, Forms, Gmail, Calendar, Meet) preferred
- Alignment to our Cultural Commitments and Leadership Competencies (https://bit.ly/4brRrXm)
- Embracing a culture of equity, diversity, reconciliation and inclusion