When you join the City of Guelph, you join a team of over 2000 employees who deliver services the community relies on every day. Together, we are bringing to life Guelph’s vision of an inclusive, connected, and prosperous city where we look after each other and our environment. As a single tier municipality, we offer a variety of occupations and career specialities within our organization. Guided by the goals and objectives of the Future Guelph: Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Community Vision for an inclusive, connected, prosperous city.

What we offer

We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

• Paid vacation days, increasing with years of service
• Paid personal days;
• Hybrid and flexible work arrangements;
• Defined benefit pension plan with OMERS, including 100-per-cent employer matching;
• Extended health and dental benefits, including Health Care Spending Account;
• Employee and Family Assistance Program;
• Parental leave top up program;
• Learning and development opportunities including tuition assistance
• Employee recognition programs.

Resumes are being accepted for the position of Administrative Assistant within the Planning and Building Services (PBS) Department. Reporting to the General Manager of Planning and Building Services /Chief Planner, the successful candidate will provide administrative support to the General Manager and, when necessary, PBS Division Managers. This position will have a strong focus on organizational, financial and administrative support.

Key duties and responsibilities

• Provide administrative assistance and advice to the General Manager of Planning and Building Services /Chief Planner and Division Managers.
• Handle daily scheduling, calendar management, travel arrangements, and engagements for the General Manager.
• Provide support for corporate related departmental activities e.g. annual reporting, budget preparation/ processes, employee engagement, and health and safety related work.
• Identify and recommend improvements to departmental processes and administrative procedures.
• Administer payroll processes and ensure integrity of both digital and paper-based records.
• Prepare reports, purchasing invoices, edit documents, and create and maintain spreadsheets with accuracy and attention to detail.
• Maintain accurate tracking of reports and expenditures and ensure effective records management.
• Provide administrative support coverage for IDE City Hall Administrative Assistants.
• Provide professional support to internal staff and deliver exceptional service to external clients and contacts.
• Coordinate and document meetings for PBS Direct Reports and associated committees, including agenda preparation, minute-taking, and follow-up with departmental staff.
• Support departmental operations by coordinating meetings, events, and key project activities.
• Provide work direction and assignments to clerical staff in the department.
• Perform other related duties as assigned.

Qualifications and requirements

• Completion of a certificate or diploma in Business Administration or closely related field. Candidates with an equivalent combination of education and experience may be considered.
• Considerable experience providing administrative support to a senior manager.
• Excellent organizational and administrative skills, with the ability to prioritize multiple tasks and meet tight deadlines in a fast-paced environment.
• A self-starter with excellent problem-solving skills and a flexible, adaptable approach to working independently in fast-paced environments.
• Excellent interpersonal, collaboration, and customer service skills, with the ability to engage professionally with a variety of stakeholders.
• Exceptional verbal and written communication skills, including the ability to prepare reports and presentations on behalf of the department.
• Proficient in handling sensitive and confidential information with discretion.
• Advanced skills in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Demonstrated ability to contribute to departmental budget planning and actively support broader City initiatives.
• Experience preparing standard operating procedures (SOPs), reports, and professional presentations.
• Experience leading initiatives or providing informal leadership would be considered an asset.
• Familiarity with financial and work management systems such as JD Edwards, UKG, or computerized maintenance management systems is an asset.
• Municipal or public sector experience would be 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 July 10, 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.