Job Description

Position Overview
Resumes are being accepted for the position of Administrative Assistant within the Strategic Initiatives and Intergovernmental Services Department. Reporting to the General Manager, the successful candidate will perform a variety of administrative duties to support the General Manager, the departmental leadership team, and their respective business units. The successful candidate works proactively and will have excellent organizational skills and a strong attention to detail.
Key duties and responsibilities

• Provide administrative assistance for the Strategic Initiatives and Intergovernmental Services department by supporting employee information management, on and off-boarding of staff, co-ordination of department activities and performing other related administrative functions including the handling of sensitive and confidential matters.
• Support the department in managing and meeting Council reporting deadlines including coordination of departmental agenda planning in alignment with corporate processes, advance document editing, review and workflow processes, and report writer training for new departmental staff.
• Monitor and maintain the documents/information on the department's internal and external web sites with a continuous improvement and customer focused mindset.
• Coordinate quarterly strategic Leadership Team meetings and meetings with external stakeholders including scheduling of meetings, agenda preparation, consolidation and distribution of meeting materials, managing of action items, and managing meeting requirements.
• Deliver professional assistance to staff as well as external contacts - acting as the first point of contact in order to direct requests appropriately.
• Receive and organize communications to the General Manager including telephone calls, mail, and e-mail messages, and provide assistance using independent judgment to determine what requires priority attention.
• Prepare agendas/minutes and support the development of materials for department led meetings and all related working committees, attending meetings and coordinating follow up actions with staff.
• Undertake additional tasks and responsibilities in support of the departmental leadership team such as departmental meeting management assist with preparation and coordination of the departmental budget and records management.
• Anticipate, identify and manage emerging issues and challenges.
• Independently and appropriately direct internal/public requests for departmental service.
• Research, compose and prepare high quality correspondence, reports and presentations.
• Perform purchasing and invoicing tasks at the direction of department management.
• Act as a professional, effective and cooperative departmental liaison with peers and staff, representatives of other municipalities, the private sector and the general public.
• Conduct a variety of research and analysis as requested.
• Perform other related duties as assigned.

Qualifications and requirements

• Experience related to the duties listed above, normally acquired through the completion of a diploma in Business Administration or closely related discipline and experience in providing administrative support to senior management. Candidates with an equivalent combination of education and experience may be considered.
• Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment and meet stringent deadlines.
• A self-starter with good critical thinking and problem-solving skills.
• Excellent communication skills with the ability to prepare reports and presentations on behalf of the department.
• Excellent interpersonal and team skills with the ability to deliver exceptional customer service both internally and externally.
• A high level of professionalism and be flexible in adapting to change.
• Ability to handle sensitive and confidential information.
• Advanced skills with Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Ability to support departmental leadership in coordinating and monitoring departmental budgets.
• Knowledge and experience working in municipal government or the broader public sector would be an asset.
• Experience in Accessibility for Ontarians with Disabilities (AODA) requirements is an asset.

Hours of work
35 hours per week, Monday to Friday, between the hours of 8:30 a.m and 4:30 p.m. This position is eligible for hybrid and flexible work arrangement options (as per current corporate policy).
Pay/Salary
Non-Union Grade 2: $59,696.00- $74,620.00
How to apply
Qualified applicants are invited to apply using our online application system by Sunday, November 23, 2025. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered.
The City of Guelph is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where employees feel welcome, valued and engaged. Our employment policies strictly prohibit all forms of discrimination on any of the grounds in relevant laws. All employment practices are solely based on individual merit, qualifications, and organization's needs at the time. In keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, we are committed to working with and providing reasonable accommodation for qualified individuals in our job application procedures. If you need an accommodation in order to participate in the hiring process, you may contact us to make your needs known in advance.
Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.

Skills Required