ADMINISTRATIVE ASSISTANT 2 Full-time Job

Are you a detail-oriented, seasoned administrative professional with solid experience supporting senior management? If so, consider this exciting temporary opportunity providing administrative support to the Director of Operations and Maintenance in the Transportation Services Division. The City of Toronto Transportation Services Division's mission is to build and maintain a resilient transportation network so that people connect with the places, activities and communities they value. Toronto is a rapidly growing city, with a significant transportation infrastructure needs to improve safety, manage state-of-good repair, and support growth.

Major Responsibilities

• Screens, reviews and prioritizes incoming phone calls, e-mail and mail, processes correspondence, and where appropriate directs to appropriate staff.
• Handles and schedules daily appointments, meetings business-related travel, events and activities for the Director as well as other staff in the Director's Office. Organizes the daily schedule around urgent requests from various areas, as well as emergency response.
• Coordinates meetings, events and schedules. Takes/transcribes confidential minutes related to the Office of the Director of Operations and Maintenance, labour relations and other matters as required.
• Assists the Director to monitor and flag hot issues for standing Committees and City Council.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government.
• Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
• Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
• Coordinates the development and preparation of summary notes and briefing materials for the Director.
• Prepares and organizes materials, including confidential matters. Formats Committee reports prior to signature.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
• Coordinates and maintains a complex record/retrieval systems.
• Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature.
• Maintains awareness of municipal and Transportation Services matters, administrative systems and procedures to provide effective administrative assistance.
• Provides support in handling special projects.
• Performs varied administrative duties and clerical functions in connection with the operation of the Office of the Director of Operations and Maintenance, Transportation Services Division.

Key Qualifications

1. Considerable experience in the performance of administrative support duties to senior management, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience utilizing a variety of software packages including advanced knowledge of Microsoft Office Suite (i.e. Word, Excel and Outlook or equivalent) to prepare correspondence, and create charts related to organizing, formatting, editing, and analyzing content.
3. Experience working with, and preparing, confidential materials/information for management.
4. Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, with members of the public and external agencies.
5. 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.
6. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.
7. Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
8. Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings, as required.
9. Strong analytical and problem solving skills with proven ability to handle sensitive issues.
10. Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with senior management staff.
11. Ability to work within an organizational culture that emphasizes continuous learning, collaboration, transparency, accountability and trust while promoting a strong code of ethics and integrity to support public service excellence.
12. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.