Job ID: 47158

• Job Category: Administrative
• Division & Section: Deputy City Manager CPS Office, Strategic Policy and Planning
• Work Location: CITY HALL
• Job Type & Duration: Full-time, 1 Permanent Vacancy
• Salary: $86,716.00 - $112,255.00, Wage Grade 6 
• Shift Information: Monday to Friday, 35 hours per week 
• Affiliation: Non-Union
• Number of Positions Open: 1 
• Posting Period: 06-May-2024 to 20-May-2024 

As Executive Assistant in the Deputy City Manager’s Office (DCMO), you will provide support to the Corporate Services executive leadership team, and specifically the Deputy City Manager and the Director, Strategic Policy & Programs for Corporate Services, to enable a proactive, organized and high-functioning executive office and the success of key Corporate Services initiatives.

With your extensive experience providing administrative support at the senior executive level in a fast-paced corporate environment, you are highly skilled in complex calendar management, including scheduling and adjusting to meet last minute priorities. You exhibit an exceptional ability to handle extremely sensitive and confidential matters with a high level of professionalism, flexibility, discretion, judgement, diplomacy and tact. Technically proficient and an excellent communicator, you also have extensive experience preparing and drafting correspondence and reports, as well as editing, synthesizing and formatting complex reports, charts and correspondence for senior management.

Part of a small, productive and collaborative team, you enjoy working in a team environment and also independently, with limited supervision and guidance and can successfully prioritize and manage multiple tasks and your own time. You demonstrate outstanding customer service skills, with a strong desire to assist others, and the ability to establish rapport and foster a team-based environment. You are committed to the organizational values of reconciliation, equity, inclusion, accessibility and respect for human rights, and cultivating a positive, professional and supportive work culture.

Comfortable operating within a complex organization like the City of Toronto, you will act as a key contact for the Deputy City Manager’s Office, providing liaison with staff from the offices of other Deputy City Managers, Division Heads, the City Manager, the Mayor and Members of Council. A strong problem-solver, skilled in using innovation and initiative to resolve conflicts, you can communicate easily and persuasively at all levels of the organization – from front-line staff and senior management to elected officials – and with a wide range of external contacts, including officials from the City’s agencies and corporations, other levels of government and municipalities, the media and the general public.

With a highly adaptable and approachable style, you are able to think on your feet, quickly adjust to changing conditions and priorities and keep your peers and leadership appropriately informed. You are proactive in anticipating needs, planning ahead and determining next steps, and aware of strategies to manage diverse interests and conflicting priorities typical of a multi-stakeholder environment. Proficient in MS Office and complex calendaring systems, you thrive in supporting senior leadership in a multi-faceted administrative role. You will be a resource to the City’s senior leadership team, and on occasion, may be asked to provide vacation coverage for the Executive Assistant to the City Manager.

Key Qualifications:

1. Extensive experience providing administrative support at the senior executive level, including complex calendar management and scheduling
2. Demonstrated sound judgment, discretion and a high degree of political acuity
3. Excellent customer service skills and commitment to customer service excellence, with a drive to assist, problem solve and build rapport and strong relationships
4. Extensive experience preparing and drafting correspondence and reports, as well as editing, synthesizing and formatting complex reports, charts and correspondence for senior management
5. Ability to thrive in a fast-paced, high performance team and also work independently with limited guidance and an ability to prioritize your own work
6. Highly adaptable and an ability to adjust to changing conditions and priorities
7. Extensive experience in issues management and problem-solving in a complex, multi-stakeholder environment
8. Proficient in Microsoft Office, Office 365, and calendar management software

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.