Responsibilities: Provides senior level administrative support, advice and guidance on key initiatives and policies.

Reviews and directs incoming correspondence, phone calls, and initiates responses.

Manages and schedules daily appointments and activities; arranges meetings and business travel.

Organizes the daily schedule around urgent requests from the Mayor's office, city councillors, and the Chief Administrative Officer and department staff.

Co-ordinates daily administrative operation by organizing workload priorities.

Provides effective work direction, training and guidance and acts as a resource to support staff.

Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division/s.

May direct and train, on a daily basis, clerical support services on divisional processes and procedures.

Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.

Responds and helps resolve issues of upset and concerned clients seeking redress.

Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination.

May attend and take minutes at grievance hearings.

Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation.

Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures.

Applies and checks layout and formatting guidelines.

Proof-reads own and other's material.

Manages and tracks high volumes of correspondence, inquiries, and escalated issues for the Executive Director, including matters raised by the development industry, Mayor’s Office, Members of Council, and other key stakeholders, and works closely with divisional staff and senior leadership to coordinate timely responses, monitor follow-up actions, and support issue resolution.

Coordinates the review, approval, and submission of reports, briefing materials, and other supporting documentation for Standing Committees, Community Councils, and City Council on behalf of the Executive Director, ensuring accuracy, completeness,



and adherence to corporate and divisional timelines and processes.

Monitors Standing Committee, Community Council, and City Council agendas, decisions, and related materials to identify items affecting divisional priorities and operations, and supports the Executive Director by tracking follow-up actions and coordinating related briefing and response materials.

Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.

Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.

Co-ordinates labour disruption plans.

Co-ordinates and maintains the records management system.

Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.

Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.

Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices.

Prepares complex calculations and analysis of data.

Monitors expenses and participates in compiling data for forecasting and budgeting.

Prepares correspondence.

Operates computers utilizing and manipulating a variety of desktop applications and corporate systems.

Prepares presentation materials.

Attends various meetings, events, hearings, and acts as the unit representative.

May review applications from the public and handle special projects.

Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings,



food services, printing of conference materials, registration.

Takes/transcribes minutes and follows-up taking action when necessary.

Maintains petty cash.

Monitors tracks and reports on attendance management.

Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.

Key Qualifications: Extensive experience providing administrative support to Senior Management/Executive team, handling a broad range of administrative matters, standard office practices and procedures.

Considerable experience in preparing, reviewing and editing complex reports, correspondence, charts, tables and statements for senior management staff.

Considerable experience with calendar management, scheduling meetings and events, taking minutes at meetings, with follow-up activities.

Extensive experience utilizing a variety of software packages including Microsoft Word, Excel, Power

Point and Outlook.

Ability to handle confidential and sensitive information with discretion and sound judgement, including preparing, maintaining, and managing confidential documents and records in accordance with established policies, procedures, and privacy requirements.

Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with competing priorities and work demands.

Excellent communication, interpersonal, analytical and problem-solving skills to deal effectively with all levels of staff and the public.

Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.

Highly developed customer service and interpersonal skills and the ability to appropriately interact with staff at all levels, councilors, media, members of the public and external agencies.

Robust analytical and problem-solving skills in combination with the ability to perform duties under minimal supervision using sound judgement and discretion.

Ability to gather, analyze and consolidate information from various sources in a timely fashion.

Resourceful, adaptable and possess a high degree of initiative.

Ability to work beyond normal business hours and weekends, when necessary.

📌 ADMINISTRATIVE ASSISTANT 1 (Toronto)
🏢 City of Toronto
📍 Toronto