Select how often (in days) to receive an alert: Create Alert

Work Location: Etobicoke Civic Centre, North York Civic Centre, City Hall, and Scarborough Civic Centre

Job Type & Duration: Permanent

Salary Range: $64,529.00 - $91,111.00, TX0003, Wage Grade AOS2

Shift Information: Monday to Friday, 35 Hours Per Week

Affiliation: Non-Union
Number of Positions Open: 4

Posting Period: 22-OCT-2026 – 5-NOV-2026

Job Summary

In the role of Administrative Assistant 2, you will perform a variety of administrative and program support functions for one of four sections within the Toronto Building Division. Your well-developed administrative skills will help drive exceptional service delivery while contributing to a positive, equitable, and inclusive workplace culture that supports the Division's mission and objectives.

Major Responsibilities

- Provides direct support to the Director & Deputy Chief Building Official by coordinating a wide range of administrative activities essential to the effective operation of the unit.
- Provides administrative assistance to senior management as needed and may be responsible for training, mentoring, and assigning work to staff as required.
- Works with confidential materials from other senior leadership teams and exercises independent judgment and discretion in dealing with highly confidential operational matters.
- Works collaboratively with other administrative staff as a team and provides back-up support in each other's absence.
- Prepares and processes documents of a confidential nature related to employee and labour relations, recruitment, internal investigations, fraud and waste hotline, contingency planning and payroll and budget matters.
- Prepares and formats presentation materials,



ensuring a high level of accuracy through detailed layout, formatting, and design.
- Conducts research, handles information from confidential investigations and retrieves and consolidates information from various sources.
- Handles scheduling of appointments and ensures appropriate information is provided to the Director & Deputy Chief Building Official and other senior management.
- Coordinates sectional meetings, including special events and workshops, schedules grievances, labour-management meetings, preparation of conference registration materials, etc.
- Prepares agendas, takes/transcribes minutes and follow-up, taking action when necessary and handling confidential documents and reports.
- Prepares and processes various documents/statistical summaries and reports requiring the assessment and analysis of data.
- Drafts, composes and types correspondence, letters and memoranda, and routes or answers correspondence.
- Screens, reviews and edits documents for accuracy and conformity with regulations, divisional policies and procedures, and corrects/resolves outstanding or incorrect items prior to the Director & Deputy Chief Building Official or other levels of management’s signature.
- Operates office equipment and computers utilizing a variety of desktop applications and corporate systems.




- Responds to enquiries and complaints from senior staff, the public, elected officials, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.
- Screens, reviews and prioritizes incoming correspondence and initiates responses on matters not requiring the personal attention of the Director & Deputy Chief Building Official or other levels of management.
- Ensures that the tracking and following up of requests is maintained and deadlines are met.
- Coordinates and maintains an productive and effective record and retrieval system for the office in accordance with the Corporate Record Management guidelines.
- Orders and maintains an inventory of office supplies and equipment.
- Assists with budget administration for the unit.
- Maintains continuous awareness of municipal matters, divisional administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.
- Prepares, formats and organizes Council & Committee materials (including confidential and employee and labour relation items), background, and briefing notes prior to signature.

Key Qualifications

- Considerable experience in providing administrative support duties to senior management, handling a broad range of administrative matters, standard office practices and procedures; including but not limited to maintaining schedules, planning and organizing appointments, meetings, interviews and special events.
- Considerable experience in the preparation and drafting of standard correspondence and reports, editing the

📌 ADMINISTRATIVE ASSISTANT 2 (Canada)
🏢 City of Toronto
📍 Canada