ADMINISTRATIVE ASSISTANT TO DIRECTOR

• Job ID: 58974
• Job Category: Administrative
• Division & Section: Children's Services, ChildSvcs South District
• Work Location: Metro Hall, 55 John Street, Toronto
• Job Type & Duration: Full-time, Permanent Vacancy
• Hourly Rate: $36.77 - $40.13
• Shift Information: Monday to Friday, 35 Hours Per Week
• Affiliation: L79 Full-time
• Number of Positions Open: 1
• Posting Period: 15-Oct-2025 to 29-Oct-2025
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The Administrative Assistant to Director performs a variety of administrative duties to support the senior management functions of the Children's Services division.

Major Responsibilities:

• Performs specialized and senior level administrative tasks; including preparation, investigation, research, review, and the overseeing of projects.
• Communicates with various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Director.
• Identifies, screens/prioritizes issues and initiates responses on behalf of the Director.
• Coordinates and manage the Director's schedule, including arranging business travel (e.g., conference registration, accommodations, scheduling interviews and meetings, and preparing mileage reports).
• Prepares and composes documents, summaries and reports.
• Prepares draft agendas, takes/transcribes/distributes minutes and provides status report to Director on followed-up action items.
• Travels to and attends meetings at designated locations as needed.
• Coordinates special events, workshops; coordinates meetings and schedules, and adjusts workplan to meet unscheduled events; organizes/coordinates and attends quarterly Management Team Meetings and monthly Manager Meetings.
• Provides work direction, training and guidance and acts as a resource to support/clerical staff.
• Reviews correspondence and contract documents for accuracy and conformity to policies and procedures and signing authorities.
• Locates/extracts and consolidates information required in reports and correspondence. Undertakes research/analysis and prepares reports on the various issues/findings.
• Organizes and maintains Director's filing system.
• Prepares/processes documents and handles issues of a confidential/sensitive nature.
• Acts as Divisional liaison when dealing with Councillors and Division Heads.
• Responds to enquiries related to operational policies and practices, addresses concerns from the public and stakeholders, and manages Freedom of Information (FOI) requests in accordance with the City's established protocols.
• Assists in the preparation of briefs, presentation/meeting materials.
• Develops and maintains linkages and contacts with staff, Councillors, and other levels of Government, ABCDs, the public, and private institutions that have regular contact with Director.
• Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives.
• Ensure that reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines.
• Identifies items for the Director that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to Director. Monitors and reviews committee and council agendas, flagging items of divisional impact and identifies these issues and initiates responses.
• Makes recommendation of new/modified administrative functions and their implementation.
• Follows up on Decisions of Council to ensure recommendations are adhered to.
• Provides follow-up to assignments given to management staff; provides status reports to the Director.
• Assist in Budget information compilation of data for forecasting and co-ordination between sections/units. Monitors/maintains and balances petty cash fund, purchasing records, invoices and items requiring Director's signature.
• Maintains records related to budget administration.
• Arranges business travel including conference registration, accommodation and cash advances. Reviews accuracy of expense claims.
• Organizes and maintains policy and procedure manuals. Operates computers utilizing and manipulating a variety of software packages.
• Reviews, prioritizes, distributes and/or responds to Directors mail, e-mails and enquiries as appropriate.
• Maintains various staffing records, such as attendance register, establishment lists, requests for staff, EOCR's and individual employee files, on behalf of Director.
• Orders/maintains and oversees the purchase/lease regarding the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Considerable experience performing administrative support duties to senior staff at the Director level.
2. Considerable experience using Microsoft Office Suite (e.g. Microsoft Word, Excel, PowerPoint, Outlook and Access), SAP and the ability to utilize other software packages relevant to supporting the division's core requirements.
3. Considerable experience creating presentations, taking minutes, drafting letters, correspondences and memos.
4. Experience providing work direction, training and guidance to staff.
5. Experience creating and formatting complex reports and statements.
6. Experience in performing financial/mathematical calculations in relation to budget administration (e.g. division's budget, petty cash, purchase orders, invoices, etc.).

You must also have:

• Demonstrated ability to develop and implement administrative work procedures and systems.
• Excellent interpersonal skills with the ability to communicate effectively, both verbally and in writing, at all organizational levels, including the political level, members of the public and external contacts.
• Ability to exercise and handle high levels of decision making with confidentiality, independent judgement and discretion in dealing with confidential matters.
• Ability to meet deadlines and deal with conflicting priorities and work demands.
• Ability to plan, schedule and organize work, appointments, meetings, interviews, and conferences while meeting changing timelines.
• Proven ability in providing support to various committees and completing follow-up activities.
• Ability to attend meetings offsite to support Directors.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

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.