ADMINISTRATIVE ASSISTANT 2

• Job ID: 62741
• Job Category: Administrative
• Division & Section: Employment & Social Services
• Work Location: Any of TESS’ 14 Locations/Offices or Metro Hall
• Job Type & Duration: Full-Time, Temporary Vacancies (12 months)  

• Salary Range: $64,529 to $83,652 annually, TX0003, Wage Grade 4

  Hiring Zone: $68,515 to $74,285 

• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1+
• Posting Period: 6-Jul-2026 to 10-Jul-2026

Job Summary:

Toronto Employment and Social Services (TESS) deliver the Ontario Works program and supports residents through employment services and life stabilization initiatives.

Reporting to the Director of the Toronto Employment & Social Services Division, the Administrative Assistant 2 (AA2) is responsible for providing crucial and comprehensive executive‑level support. The role requires strong organizational skills, sound judgment, exceptional communication skills, and the ability to manage competing priorities with discretion and efficiency. The AA2 ensures the Director is fully prepared for daily activities and strategic initiatives, contributing directly to the effectiveness and overall operations of the leadership office. The successful candidate will coordinate meetings, appointments, and events; prepare agendas and minutes; and ensure timely follow-up on action items. They will draft and process correspondence, memoranda, and reports, including confidential materials.

The AA2 will prioritize correspondence and maintain tracking systems to ensure deadlines are met. They will conduct background research and retrieve information on various administrative issues. The role also includes liaising with internal staff, members of the public, and third-party stakeholders requiring strong communication skills and discretion. This position demands a proactive, reliable, and solutions‑focused professional.

Major Responsibilities:

• • Performs varied administrative duties to support Head Office Directors and Directors in Operations within the Employment and Social Services division.
  • Exercises caution and discretion when managing confidential and sensitive information.
  • Schedules meetings, organizes materials, and supports activities for the Director and other staff as required.
  • Screens, reviews, and prioritizes incoming phone calls, e-mail and mail, processes correspondence, and where appropriate directs to appropriate staff.
  • Supports the Director by monitoring emerging issues and escalating matters requiring attention, including those related to standing committee activities.
  • Ensures that the tracking and following up of requests is maintained and timelines are met. Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
  • Prepares and drafts correspondence, including letters and memoranda; reviews, routes and responds to communication as appropriate.
  • Reviews work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
  • Coordinates the development and preparation of summary notes and briefing materials for the Director.
  • Prepares and organizes materials (including confidential and employment/labour relations matters).
  • Prepares presentation material utilizing detailed layout and formatting.
  • Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
  • Responds to enquiries, issues and complaints from senior staff, the public, agencies, and other levels of government.
  • Maintains awareness of Social Assistance matters, administrative systems and procedures to provide effective administrative assistance.
  • Collaborates effectively with fellow Administrative Assistant 2 colleagues and provides reliable back‑up support during absences to ensure continuity of operations.
  • Provides administrative support on designated special projects and ensuring tasks are completed as assigned.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. 1. Considerable experience providing administrative support to senior management, including managing complex scheduling requirements, coordinating a wide range of administrative activities, and applying established office practices and procedures.
   2. Considerable experience preparing correspondence and producing charts to organize and analyze information using Microsoft Office (Word, Excel, PowerPoint, and Outlook). 
   3. Experience taking meeting minutes and handling and preparing confidential information for management.
   4. Strong analytical and problem-solving skills with proven ability to handle sensitive issues.
   5. Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
   6. Excellent communication skills, both verbal and written. A strong command of grammar and writing skills for the purpose of proof-reading and editing.
   7. Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels of the organization, members of Council, and external partners and stakeholders.
   8. Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
   9. Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with senior management staff.
   10. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.
   11. Ability to work within an organizational culture that emphasizes continuous learning, collaboration, transparency, accountability and trust while promoting a strong code of ethics and integrity to support public service excellence.
   12. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.
   13. Ability to travel (as required) to various Employment and Social Services locations for meetings, back-up coverage, training, and special events.

Note To Current City of Toronto Employees 

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".

Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.