ADMINISTRATIVE ASSISTANT 2

• Job ID: 59840
• Job Category: Administrative
• Division & Section: Development Review, Community Planning Etobicoke York District and Community Planning Toronto & East York District
• Work Location: Etobicoke Civic Centre, 399 The West Mall (hybrid) and City Hall, 100 Queen St W (hybrid)
• Job Type & Duration: Full-Time, 1 Permanent Vacancy and 1 Temporary (24 months) Vacancy
• Salary: $63,419.00 - $80,823.00
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 2 
• Posting Period: 24-Sep-2025 to 08-Oct-2025
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Currently, as per the City's Remote Work Policy - Hybrid Work, this position is expected to work a minimum of two (2) to three (3) days per week in Office. Set days may change due to business requirements including in-person meetings schedules, Council, Committee, or changes to the City's Remote Work Policy – Hybrid Work. 

Job Summary: Reporting to the Director Community Planning, the Administrative Assistant 2 performs varied administrative duties and program support functions.

Major Responsibilities:

• Performs varied administrative duties and clerical functions to the Director and Community Planning Section.
• May provide administrative support to the Executive Director’s Office including the Administrative Assistant 1. Works collaboratively with other Administrative Assistant 2 staff as a team and provides back-up support in each other's absence.
• Exercises caution and discretion with labour relations, personnel and other confidential information. Prepares correspondence including that of a confidential nature. Contributes to special projects in cooperation with section support staff as required.
• Handles scheduling of daily appointments and activities; arranges meetings and business travel.
• Organizes the daily schedule around urgent requests from the Mayor’s Office, City Councillors, City Manager and other senior staff.
• Conducts background research, investigations and retrieves information on various issues using a variety of information systems.
• Screens, reviews and prioritizes incoming telephone calls, mail, processes correspondence, and initiates response.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, and records detailed messages.
• Ensures that the tracking and follow-up of requests is maintained, and deadlines are met.
• Liaises with and exchanges information with all levels of staff, elected officials and the public.
• Coordinates all contract administration related activities with the unit support staff and other divisional staff.
• Assists with budget administration for the unit and with monitoring and tracking of budget expenditures.
• Prepares Purchase Requisitions for submission.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data, using a variety of City Corporate Applications and information systems.
• Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
• Reviews, prepares and organizes Council materials (including confidential and employment/labour relation matters), background, and briefing notes.
• Formats Committee reports prior to signature.
• Coordinates the submission of materials for Council and Committee meetings in accordance with City Clerk timelines and guidelines.
• Receives, reviews for accuracy, enters, moves or requests to delete items in the Agenda Forecast System (AFS).
• Attends internal meetings and takes/transcribes confidential minutes.
• Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems and prepares presentation material utilizing detailed layout and formatting.
• Coordinates and maintains a complex record/retrieval system, ensuring compliance with City Corporate Information Management Systems policies and practices.
• Performs special projects, special deliveries, photocopying, maintains supplies and inventories as required.
• Maintains continuous awareness of municipal matters, Corporation administrative systems and procedures, and major activities of the Section and Division in order to provide effective administrative assistance. Performs other related work as assigned.

Key Qualifications:

1. Considerable experience in providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures in a large multifaceted organization, preferably within the public sector.
2. Considerable experience planning and organizing meetings, conferences and/or special events, including taking meeting minutes, and required follow-up activities, with all levels of staff, elected officials, other levels of government and the public.
3. Considerable experience with a variety of software packages including Microsoft 365, Word, Excel, PowerPoint, Outlook, SharePoint and virtual meeting technologies.
4. Experience coordinating the submission of materials for meetings, working with confidential materials and information for senior management, including review, editing and formatting.
5. Experience with procurement, purchasing, and payment processing.
6. Ability to develop and implement administrative work procedures and systems.
7. Ability to research and gather information.
8. Ability to exercise independent judgement and discretion in dealing with highly confidential operational matters and with management staff.
9. Ability to work independently and effectively with minimal supervision, prioritizing work schedule and completing assigned duties within timelines
10. Highly developed customer service and interpersonal skills and proven ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, the members of the public and external contact.
11. 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.
12. Strong analytical and problem-solving skills with proven ability to handle sensitive 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.