Special Projects Assistant
Posting Id 3471
Number of Positions 3
Department Community Services
Division Recreation and Culture Services
Shift Monday to Friday
Rate of Pay $28.99 - $28.99 Hourly
Job Type Permanent Part Time
Replacement/New Position New Vacancy
Posting Type Internal and External
Posting Date 10/13/2026
Application Deadline 10/27/2026
Position Summary
The Special Projects Assistant provides administrative, research, and operational support to the Director, Recreation and Culture and designated staff on a variety of divisional initiatives and special projects. The role assists with research, documentation, meeting coordination, project tracking, and preparation of materials to support effective project execution.
Key Duties and Responsibilities
- Provide administrative and logistical support for special projects and divisional initiatives.
- Assist with research, data collection, and compilation of information to support project work and decision-making.
- Prepare draft materials including briefing notes, reports, presentations, meeting materials, and summaries for review.
- Maintain and organize project documentation, files, and tracking tools.
- Update project task lists, timelines, and action items as directed.
- Attend meetings to record minutes, track action items, and distribute follow-up information.
- Assist with scheduling meetings, booking facilities, and arranging basic project logistics.
- Support the preparation and coordination of materials for internal and external initiatives.
- Assist with the coordination of meetings, workshops, events, and other project-related activities as required.
- Conduct routine follow-ups on assigned tasks and action items to support timely completion.
- Assist with gathering and organizing information from internal and external sources as required.
- Provide general administrative support related to Recreation and Culture initiatives.
- Communicate with internal staff and external contacts as required to obtain information or support assigned activities.
- Adhere to all corporate policies and procedures.
- Perform other duties as assigned.
Education and Experience
- Post-secondary education (completed or in progress) in public administration, business administration, recreation, cultural services, or related field
- 2 years of related experience (including co-op, internship, or volunteer experience) in an administrative or project support capacity
- Coursework or training in project management or municipal administration
Required Skills/Knowledge
- Strong organizational skills and attention to detail.
- Ability to follow direction and complete assigned tasks accurately and on time.
- Basic research, data gathering, and documentation skills.
- Ability to organize and summarize information from a variety of sources.
- Basic project tracking and coordination skills.
- Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.
- Effective written and verbal communication skills.
- Ability to prepare clear and professional correspondence, reports, presentations, and meeting materials.
- Ability to work collaboratively in a team environment.
- Time management skills with the ability to manage competing assigned tasks.
- Ability to exercise good judgment and seek direction when required.
- Ability to communicate professionally with internal staff and external contacts.
- Demonstrates initiative, willingness to learn, and commitment to personal development.
- Demonstrates the City's corporate values of care, collaboration, courage, and service.
Leadership Competencies
- Builds people and culture
- Cultivates open communication
- Demonstrates personal leadership
- Navigates and leads through complexity and change
- Shapes the future
Attention Internal Candidates: All current City of Richmond Hill employees are required to apply via the ‘ View Jobs for Current Employees ’ link on the City’s Careers Page .
We thank all candidates for their interest, however, only those under consideration will be contacted.
The City of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.
