ADMINISTRATIVE ASSISTANT 2 Full-time Job

Reporting to the Manager Program Planning & Strategic Initiatives, the Administrative Assistant 2 will perform varied administrative duties and program support functions for the Executive Director Development Review, including confidential work related to labour relations issues. They will provide support to the Administrative Assistant 1 including back-up duties in his/her absence.

 

Major Responsibilities:
 

• Performs varied administrative duties and clerical functions. May provide work direction and training to assigned staff.
• Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.
• Handles scheduling of appointments for the Executive Director and ensures that the appropriate information is provided.
• Conducts background research, investigations and retrieves information on various issues.
• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Monitors and controls the workflow of the unit, ensuring adherence to relevant policies.
• Liaises with and exchanges information with all levels of staff, elected officials and the public.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data. 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.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.
• Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.
• Assists with budget administration for the unit. Administers petty cash.
• Coordinates meetings, events and schedules. Takes/transcribed minutes as required.
• Maintains continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.
• Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, briefing notes. Formats Committee reports prior to signature.

 

Key Qualifications

 

1. Considerable experience in providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience working with confidential materials and information for senior management, including preparing and formatting complex data reports, correspondence and charts related to organizing and reporting data and statements to Council Committees. 
3. 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.
4. Considerable experience in the use of a variety of software packages including advanced knowledge of Microsoft Office Suite, e.g. Word, PowerPoint, Excel, and Outlook. 
5. Experience in budget administration, e.g. preparing invoices for payment.
6. Ability to develop and implement administrative work procedures and systems.
7. Ability to research and gather information.
8. 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.
9. 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.
10. Ability to exercise independent judgement and discretion in dealing with highly confidential operational matters and with management staff.
11. Strong analytical and problem-solving skills with proven ability to handle sensitive issues. Ability to work independently and effectively with minimal supervision, prioritizing work schedule and completing assigned duties within timelines.

Hybrid Work Program

The City of Toronto's Workplace Modernization Program is re-imagining how we work in our workplace. Its vision is to provide flexibility to our employees around how we work and where we work. It will also support a better work-life balance, improved job satisfaction and employee engagement. Improving the work experience is at the core of this program and everyone plays a significant role in its realization. We have introduced the Hybrid Work Program which supports a more modern and flexible way of working. The hybrid approach will allow us to keep the best of remote work while integrating the important aspects of in-person collaboration and teamwork.

Toronto, the capital of the province of Ontario, is a major Canadian city along Lake Ontarios northwestern shore. It's a dynamic metropolis with a core of soaring skyscrapers, all dwarfed by the iconic, free-standing CN Tower. Toronto also has many green spaces, from the orderly oval of Queens Park to 400-acre High Park and its trails, sports facilities and zoo.