- Division & Section: Engineering & Construction Services, ECS Office of the Executive Director
- Work Location: City Hall, 100 Queen St W.
- Job Type & Duration: Full-time, Permanent

Salary Range: $74,781.00 - $109,815.00

- Shift Information: Monday to Friday, 35 hours per week
- Affiliation: Non-Union
- Number of Positions Open: 1
- Posting Period: 29- Oct- 2026 to 12- Nov-2026

The City's Engineering and Construction Services Division provides specialized engineering, design, and construction support to internal partners—including Toronto Water, Transportation Services, and Solid Waste Management Services—and to external stakeholders such as developers, utilities, and public agencies. Its team of professionals delivers the design, rehabilitation, and construction of roads, bridges, and other major infrastructure that support safe, reliable, and sustainable services across Toronto.

Reporting to the Chief Engineer & Executive Director, Engineering & Construction Services, the Administrative Assistant 1 will provide confidential administrative and executive support, coordinating daily operations, managing competing priorities, and facilitating effective communication with internal and external stakeholders. The role requires sound judgement, discretion, strong organizational skills, and the ability to work proactively in a fast-paced environment while supporting the effective delivery of divisional priorities objectives.

Major 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 productive 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 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, clien

📌 ADMINISTRATIVE ASSISTANT 1 (Toronto)
🏢 TORONTO
📍 Toronto