ADMINISTRATIVE ASSISTANT 1

• Job ID: 59883
• Job Category: Administrative
• Division & Section: Strategic Public & Employee Communications,
• Work Location: CITY HALL, 100 Queen St W, Toronto, M5H 2N1
• Job Type & Duration: Full-time, Permanent Vacancy
• Salary: $73,495-$96,567, TX0002 , Wage grade 5
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Qualified List will be established to fill permanent positions.
• Number of Positions Open: 1
• Posting Period: 12-Sep-2025 to 19-Sep-2025
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Toronto is home to more than 3 million people whose diversity and experiences make this great city Canada’s leading economic engine and one of the world’s most diverse and livable cities. As the fourth largest city in North America, Toronto is a global leader in technology, finance, film, music, culture, and innovation, and consistently places at the top of international rankings due to investments championed by its government, residents, and businesses. In a workplace where growth is fostered and diversity is celebrated, a team of approximately 42,000 employees is the driving force behind the City of Toronto’s ability to provide programs and services to residents, businesses, and visitors to this community.

The Strategic Public and Employee Communications (SPEC) division is responsible for communicating about City programs and services to the public, internal staff and other key audiences. SPEC uses an agency-like model to deliver effective marketing and communications programs and campaigns. Through a centralized, centres of excellence approach that nurtures growth and opportunities for its staff, SPEC focuses on proactive storytelling that puts the City and its divisions – as partners – at the centre. Integrated communications and marketing activities align with the broader organizational strategy and drive measurable impact. 

Our team is currently hiring an Administrative Assistant 1!

As part of the SPEC Division, reporting to the Chief Communication Officer, the Administrative Assistant 1 is responsible for providing a full range of administrative services at the senior-management level. Your administrative skills will be relied upon daily to deliver top quality support in a fast-paced and complex municipal government setting. Your excellent communication, organization, time management and critical thinking skills, combined with your customer service focus, diplomacy and tact, will support ensuring effective day to day operations of the Strategic Public & Employee Communications Division.

Major Responsibilities:

• Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs all incoming emails and other correspondence, phone calls, and initiates responses
• Oversees Chief Communications Officer’s email, phone inquiries and complaints.
• Coordinates Chief Communications Officer’s schedule and arranges meetings, business travel and various meetings with internal and external contacts/stakeholders. Prioritizes urgent requests from the Mayor’s Office and Members of Council, the City Manager, Deputy City Managers and staff.
• Coordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff as required in Coordinates the development and implementation of secretarial and administrative standards and procedures for the division in collaboration with the Coordinator, Business Support.
• Receives and provides initial response including initial data collection related to phone calls, email and correspondence and refers for appropriate action
• Responds to and helps resolve issues within the division
• Prepares and processes documents of a confidential nature, such as performance, including disciplinary action, documents pertaining to labour relations, restructuring initiatives and position termination
• 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. Proofreads own and other’s material
• Monitors all key reports required for committees and council and ensures deadlines are met.
• Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines
• Screens all signing documents, including correspondence, reports, purchase orders, Organizational Change Authorizations, staff requisitions, Alternate Rate extensions, conference/business travel, lieu time extensions to ensure accuracy, appropriateness and in conformance with signing authorities, Corporate priorities and procedures
• Assists in the co-ordination of cluster and divisional labour disruption plans
• Develops, 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, processes, office equipment, systems and supplies
• Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices, including purchasing requisitions.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials
• Attends various meetings/events and acts as the division’s representative
• May handle special projects on behalf of the Chief Communications Officer
• Coordinates meetings, special events, schedules, workshops, food services, printing of conference materials, registration. Prepares agendas, takes/transcribes minutes and follows-up taking action when necessary
• Maintains a continuous awareness of corporate and divisional administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance

Key Qualifications:

1. Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
2. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, deal with conflicting priorities and work demands.
3. Considerable experience in the preparation and drafting of correspondence and reports.
4. Extensive experience utilizing a variety of software packages including Microsoft Office (Word, Excel, PowerPoint, Access, Visio and Outlook).
5. Considerable experience preparing minutes at meetings and identifying items for follow up.
6. Highly developed customer service and interpersonal skills.
7. Excellent communication skills, both orally and in writing.
8. Strong analytical and problem solving skills in combination with the ability to perform duties under minimal supervision.
9. Strong knowledge of municipal operations that may include but is not limited to council proceedings and Freedom of Information.
10. Ability to work independently, in a politically sensitive environment, using sound judgement.
11. Ability to provide work direction to other support staff.
12. Ability to research and prepare information in a timely manner
13. Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
14. Ability to work overtime and flexible hours including weekends and evenings in peak periods as required.
15. Knowledge of Agenda Forecasting System (AFS) and Toronto Meeting Management Information System (TMMIS) would be considered an asset.
16. Knowledge of municipal government structure, Council proceedings, and current political issues. 

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.