ADMINISTRATIVE ASSISTANT 1

• Job ID: 56038
• Job Category: Administrative
• Division & Section: Office of the Deputy City Manager, Community & Emergency Services (CES)
• Work Location: City Hall, 100 Queen St. W, Toronto
• Job Type & Duration: Full-time, Permanent
• Salary: $73,495.00-$96,597.00
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1 
• Posting Period: 26-Jun-2025 to 10-Jul-2025

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 35,000 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 Community and Emergency Services portfolio provides essential support and services to ensure the safety, health, and well-being of all Torontonians. We aim to create a resilient and thriving community. Our focus is on delivering timely and effective emergency responses, promoting public health, and fostering cultural and economic growth, all while ensuring that every resident has access to safe recreational spaces and support services.

The Administrative Assistant 1 reports to the Director, Strategic Policy and Planning and 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 office of the Deputy City Manager, Community & Emergency Services.

Major Responsibilities:

• Provides senior level administrative support, advice and guidance on key initiatives. Reviews and directs incoming correspondence, phone calls and initiates responses.
• Provides coordination to daily administrative operations, including organizing workload priorities. Develops and implements administrative standards and procedures.
• Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor’s office and Councillors, clients, the public, the media, and other partners and stakeholders, utilizing specialized knowledge of corporate policies, regulations and protocols.
• Receives and provides initial response including initial information collection related to telephone calls and correspondence from clients and staff and members of the public and refers for appropriate action.
• Responds and helps resolve issues raised by staff and members of the public.
• Administers and prepares documents, correspondence, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices.  Monitors expenses and participates in compiling data for forecasting and budgeting.
• Required to be knowledgeable of relevant City operations. Maintains continuous awareness of the City administrative policies and procedures. Monitors and controls administrative processes of the office to ensure adherence to relevant City policies and efficient operations.
• Manages PCard usage, maintains receipts and coordinates submissions to ensure reconciliation of business expenses.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation material on various software, including PowerPoint.
• Prepares and processes documents of a confidential labour relations nature.
• Maintains an awareness of municipal matters while acting with discretion on all confidential matters.
• 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 others material.
• Coordinates meetings, special events schedules, workshops, food services, and printing of materials.

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 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.

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.