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Divisional Assistant Jobs in Canada 2025 – Apply Now

In the center of southwestern Ontario, the City of Kitchener is a dynamic and vibrant city with a population of approximately 292,000. Kitchener, the largest municipality in the Waterloo Region, is poised for continued development and growth, further solidifying its status as a leader in city-building and innovation. The municipality has implemented nationally recognized strategies to construct its digital infrastructure, neighborhoods, and diverse economy.

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Latest Divisional Assistant Jobs in Canada

Details:

  • Competition Number: 2025-019
  • Job Code: 1208
  • Job Status: Permanent Full-Time
  • Department: Corporate Services
  • Division: Human Resources
  • Union Affiliation: Non-Union/Management
  • Number of Positions: 1
  • Hours of Work: 35 hours per week, Monday to Friday (FT)
  • Location
  • Initial Location: City Hall
  • City: Kitchener
  • Salary Range: $56,357 – $70,444 annually
  • Grade/Band: 6

Position Overview:

The Divisional Assistant, who is responsible for providing office, administrative, technical, and financial support to the entire HR division, delivers exceptional customer service to internal and external customers and stakeholders, and reports to the Director of Human Resources.

Responsibilities:

Executive Administration:

  • Offers confidential administrative support to the Director of Human Resources and the Manager of Employee Relations and Recruitment. This support includes the coordination and scheduling of confidential meetings, the management of calendars, the preparation of agendas, correspondence, expense monitoring, and submissions. Provides assistance to other members of the management team as needed.
  • Offers administrative assistance to other HR-related working groups and committees as needed, such as agenda preparation, correspondence, duplicating, and meeting scheduling and coordination. (For instance, meetings with labor management or other entities).
  • Prepares capital and operating budget submissions for the subsequent year in accordance with budget guidelines in collaboration with the Director and Senior Financial Analyst. Liaises with internal project leaders on capital projects to prepare expenditure updates and proposed capital close-outs; reviews accounts, variances, and revenue projections.

Office Administration:

  • Offers administrative assistance to a variety of HR division programs, services, and related initiatives.
  • Ensures a clean and professional environment by providing front-reception coverage, greeting visitors, directing guests, administering the primary phone line for Human Resources, and directing inquiries as appropriate.
  • Responds to inquiries and inbound contacts from staff, members of the public, and external stakeholders in a professional and timely manner. Monitors the email inboxes of both the Divisional Assistant and the general HR department.
  • Collaborates with other internal services as necessary to provide support to the division, such as arranging phones, computers, and office equipment for new staff, ordering business cards and office supplies, and initiating facilities management service requests.
  • Manages reservations for the City Hall Learning Room, KOF Learning Room, and Self-Directed Study Room.
  • Coordinates divisional meetings, including regular all-staff meetings and HR Management meetings; arranges for the rotation of Chair responsibilities, reserves meeting rooms, and prepares and distributes the agenda.
  • Provides assistance in the planning and execution of HR-led events at the divisional and corporate levels.
  • Composes all marketing and communication materials related to human resources, including posters for events and seasons.
  • Assists with the preparation of reports, presentations, and research as needed.
  • Manages and executes the annual “Take Your Kids to Work Day” event; coordinates the agenda and speakers, promotes the event to encourage participation, and collaborates with the OD/Learning & Development team to ensure that the programming is consistent with the company’s objectives.
  • Annually, Illustrator updates health and safety posters.
  • Maintains records electronically in accordance with the records retention schedule for the HR shared drive, as well as training records, investigation records, and respect in the workplace.
  • Assists in the coordination of the collecting of information for records requests under the Freedom of Information Act.

Technical Administration

Employee Relations/Recruitment/General:

  • Formats and updates Collective agreements that have been amended during the bargaining process. Coordinates the printing, signature, and distribution of Collective Agreements.
  • Offers comprehensive administrative support during the negotiation of collective agreements, including the coordination of remote meetings, the provision of appropriate technology and tools, and the reconciliation of charges with unions.
  • Acknowledges and supervises petitions for leave of absence from union executive members. Maintains precise records to facilitate the invoicing of unions for time off in accordance with collective agreements.
  • Maintains electronic files and databases for labor relations, including grievance, disciplinary action, and termination files.
  • Coordinates the review of policies with subject matter experts, adheres to a schedule for updating, and completes updates as directed. Maintains an up-to-date tracker of HR Policies. Prepares a report for Council’s update approval.
  • Manages HR-related content on the City’s website [future: and digital assets, such as LinkedIn]. Maintains and updates the HR section and all HR content on KHub.
  • During peak periods, such as seasonal staff hiring and special project implementations, provides administrative support to other HR staff (e.g., Recruitment, Health & Safety, Benefits team).

Health & Safety:

  • Manages the prescription safety eyewear and safety footwear program. Responds to inquiries concerning spectacles and footwear. Schedules hearing conservation examinations; maintains records and distributes results.
  • Arranges safety training sessions and maintains the necessary records and calendar.

Learning & Development & Organizational Development

  • Assists in the management of the CapaCITY training program, including the preparation and development of the catalogue, the coordination of training logistics (e.g., the registration of hotel accommodations for speakers/facilitators and the printing of materials, the opening of learning rooms, and the administration of parking permits).
  • Manages financial transactions associated with corporate learning programs, including the payment of vendor invoices and the reimbursement of work areas for missed attendance.
  • Prepares and/or processes a variety of agreements and forms of documents, including the documentation of performance goal setting from people leaders, tuition assistance program applications, work-from-home agreements, and training provider agreements for external facilitators.
  • Tracks transactions for HR-led events and programs that are funded through the learning reserves, such as corporate orientation, all-staff events, people leadership events, training programs, and culture initiatives, in order to provide financial support.
  • Provides assistance to talent development programs and other organizational development initiatives, including corporate initiatives.

Financial Responsibility:

  • Reconciles all divisional VISA statements. Reconciles and processes reimbursements for petty funds.
  • Monitors employee timesheets and inputs them into PeopleSoft; reconciles balances between timesheets and PeopleSoft at the end of the year; monitors overtime.
  • Compiles necessary documentation, initiates vendor setup in SAP, and manages a diverse array of payment categories related to the Human Resources division and its programs, including payment requisitions and contract purchase orders.
  • Authorizes the processing of purchases and payments up to $10,000 and has the authority to sign for transactions up to $3,000 each.
  • Maintains, updates, and monitors all Purchase Orders (PO’s) for the division.
  • Processes invoices and chargeback fees for divisions that offer job postings, professional development, wellness, safety, and volunteer courses.
  • Offers financial assistance and budget oversight for all HR-led events, including the Main Event, Corporate Orientation, Wellness Fair, and LEAD.
  • Prepares vendor contracts for approval.
  • Prepares and processes divisional invoices, monitors Operating and Capital budgets, compares budget expenses to actuals, investigates any discrepancies, and provides the Director of Human Resources with regular budget updates.
  • Fulfills additional responsibilities as directed.

Benefits:

  • Job Stability and Competitive Salary: Depending on the location and the level of experience, salaries typically range from $15.00 to $30.00 per hour.
  • Work-Life Balance: The majority of Divisional Assistant positions have consistent work hours, which are from 9:00 a.m. to 5:00 p.m. on Mondays through Fridays.
  • Professional Development and Career Advancement: Experience in executive support, project coordination, and administrative operations.
  • Perks and Benefits for Employees: Retirement arrangements, including employer-matched RRSPs (Registered Retirement Savings arrangements).
  • Possibility of Employment in Diverse Sectors: Divisional Assistants are in high demand in a variety of sectors, such as government agencies.
  • Sponsorship of Visas for Foreign Workers: Skilled administrative professionals may qualify for visa sponsorship from certain Canadian employers.
  • Professional Connections and Networking: Working in close collaboration with administrators and managers enables the development of robust professional relationships.

Requirements:

  • A Grade 12 diploma and up to one year of post-secondary coursework
  • 1-2 years of relevant experience, which includes financial reconciliation, minute taking, calendar administration, and senior-level administrative support.
  • Must possess a positive attitude, attendance, and employment history, as well as be dependable.
  • Demonstrates exceptional customer service and written and verbal communication abilities.
  • Excellent organizational and time management abilities: the capacity to effectively manage a variety of conflicting and competing demands while adhering to specific deadlines.
  • Proficient in the Microsoft Office Suite; preference is given to those with experience in other design tools, such as the Adobe Suite.
  • Independent and action-oriented: self-directed/self-starter with a strong ability to prioritize, seek direction when necessary, and complete tasks without constant supervision.
  • Collaborative: service-oriented; pursues opportunities to provide assistance and contribute value to team members and other members of the organization.
  • Capacity to investigate and organize information, as well as to provide context and analysis for review.
  • Proficient in proofreading and paying close attention to detail.
  • Reliable, with a positive attitude and a solid employment history.

The City of Kitchener is dedicated to a recruitment and selection process that is equity-driven, inclusive, accessible, and barrier-free, and to ensuring that our workforce is representative of the community we serve. We are pleased to accept applications from individuals who identify as Indigenous, Black, racialized, or 2SLGBTQ+, as well as other equity-deserving groups.

We will ensure that the requirements of applicants under the Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) are met at all stages of the recruitment and selection process. To ensure that you are fully and equally involved in the employment process, please make your requirements known by contacting Human Resources at recruitment@kitchener.ca or 519-783-8081.

We are grateful for the interest of all applicants. Candidates who satisfy the position’s qualifications, experience, and talents will be contacted.

Please be advised that the Human Resources Policy HUM-HIR-110, “Employment of Relatives of Staff Members and Elected Officials,” states the following:

“The City shall not employ any Directors, General Managers, Chief Administrative Officers, or Elected Officials who are the immediate relatives of the Human Resources Division staff.”

The immediate relatives of all other Management personnel shall not be employed in any capacity that would result in:

scholars within the same division.”

For permanent full-time, temporary full-time, and part-time classifications, within the same department.

For More Info:

Email Your CV, and We’ll Find the Best Pathway For you: info@jobsforforeigners.pk

  1. What is a divisional assistant?

    This person follows general instructions and makes sure that office procedures and deadlines are met so that they can help the Dean or Administrator who is in charge of the different division services and programs.

  2. What does a Divisional Assistant do in Canada?

    Within a particular division of an organization, a Divisional Assistant renders administrative and clerical assistance. Duties may encompass the following: the organization of meetings, the preparation of reports, the management of schedules, the management of correspondence, and the assistance with operational tasks.

  3. What is the role of a divisional officer?

    The divisional forest officer is primarily responsible for the effective checking and control of the accounts of the entire division, both with respect to revenue and expenditure. He also exercises general control over the accounts of all subordinate officers.

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