Administrative Assistant – Director

Region of Peel

Administrative Assistant providing administrative support to the Director of Family Health at Peel Region. Engaging in diverse tasks to ensure the smooth functioning of the division.

Posted 4/11/2026full-timeMississauga • 🇨🇦 CanadaLead💰 CA$71,549 - CA$89,436 per yearWebsite

About the role

Key responsibilities & impact

Monitor electronic inbox to and from the Director's office
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
Accurately prepare cheque requests, on-line purchase requisitions, general ledger entries, input payments and journal entries
Maintain the divisional Position Management database (team restructuring, transfers, new hires, inactive and contract positions)
Ensure divisional orientation presentations are updated semi-annually, and organization charts are current
Ensure divisional staff and management telephone and distribution lists are current
Update divisional FTE (full time equivalent report) monthly for the Financial Support Unit
Research and respond to complaints, managing routine correspondence and requests
Prepare agendas and record minutes of meetings and ensure appropriate follow up on action items
Actively participate in Health Leadership Team Admin meetings, activities and trainings
Determine type and complete document execution forms and routing to obtain appropriate signatures for Ministry funding agreements, community partner agreements and external contractors
Prepare and coordinate documents for DocuSign
Arrange travel and accommodation requirements for Director and staff attendances at conferences
Provide coverage and coordination with the Administrative Assistants in the Public Health Division
Format, proofread, edit and maintain SharePoint/EIM version control of Council reports in eScribe and route final version for signature by Medical Officer of Health
Assist Director in the preparation of divisional budgets, compile information for quarterly reports and supporting documentation
Post Seniority list (twice a year) and assist Manager AAs Public Health in any query relating to calculation of seniority
P-Card reconciliation as per Regional policy for Administrative Assistant and Director’s P-Card
Provide program and administrative support to committees within and across the division when required
Liaise independently with external partners and Regional staff with professionalism, discretion and diplomacy
Work in a self-directed manner within a collaborative team environment, with multiple tasks and shifting/changing priorities
Liaise with the Divisional Director, Managers, Supervisors and their Administrative Assistants/Supports to support the Divisional Management team in carrying out their day-to-day business, projects and planning activities
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
Ensure timely and accurate entry of data into HRMS for Electronic Job Data, Staff absences, vacations, lieu time, STD and other requests from Director, Manager/Supervisor

Requirements

What you’ll need

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 administrative studies program plus a minimum of three years relevant experience
Combination of education and experience may be considered
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

Benefits

Comp & perks

Comprehensive Health, Dental, Vision benefit plan including psychological health
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

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

document executionbudget preparationdata entryP-Card reconciliationfile organizationagenda preparationminutes recordingcheque requestspurchase requisitionsgeneral ledger entries

Soft Skills

verbal communicationwriting skillsproblem-solvingproactiveprofessionalismdiscretiondiplomacycollaborationtime managementadaptability

Certifications

Level 1 Criminal Record Check