ADMINISTRATIVE ASSISTANT 2 Full-time Job

As an Administrative Assistant 2 in People & Equity Division, you will gain exposure to multiple areas of human resources, by providing essential administrative support to the Director, Business Services, Systems & Insight while coordinating various initiatives across multiple teams, aimed at enhancing the employee experience and journey at the City of Toronto. Your ability to multi-task, maintain complex schedules, manage logistics for a large team, while delivering excellent customer service, will set you up for success in this position.

 

By joining our team, you will work in the culture that emphasizes continuous learning and collaboration and champions equity, diversity, and respectful workplaces.

 

What You Will Do:

 

1. Manages administrative tasks associated with operation of large teams, including, but not limited to ordering equipment, onboarding/offboarding, tracking of budgets and expenditures, business-related expenses, events, and activities for the Section.
2. Proactively anticipates needs, planning ahead and determining next steps, and aware of diverse interests and conflicting priorities typical of a multi-stakeholder environment.
3. Manages a complex calendar, scheduling function and prioritization of time-sensitive matters while ensuring sensitive and confidential matters are approached with a high level of professionalism, flexibility, discretion, judgement, diplomacy and tact.
4. Ensures that the tracking and follow up of various requests are maintained and deadlines are met.
5. Prepares and processes various presentations, documents/statistical summaries/reports requiring the assessment and analysis of data. Drafts correspondences, letters and memoranda, and routes or answers correspondence.
6. Prepares and organizes materials prior to sign off, including checking work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items in preparation for approval.
7. Coordinates the development and preparation of summary notes, briefing materials and meeting agendas for the Director, Business Services, Systems & Insight.
8. Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government.
9. Takes/transcribed, maintains and distributes confidential meeting minutes.
10. Maintains awareness of other projects and initiatives within People & Equity Division, administrative systems, and procedures to provide effective administrative assistance.
11. Provides support in handling special projects.

 

What You Bring To The Role:

 

1. Post-secondary education in Business Administration, Human Resources or a related discipline and/or the equivalent combination of education and/or experience.
2. Considerable experience performing administrative support duties to senior management, handling a broad range of administrative matters and coordination.
3. Experience managing logistics for a team (including onboarding/offboarding staff, managing and tracking contracts, overseeing administration of budget).
4. Experience preparing confidential materials and information for management, with proven ability to handle sensitive issues and exercise independent judgment.
5. Considerable experience utilizing a variety of software packages, including advanced proficiency 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.
6. Highly developed political acuity 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.
7. 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.
8. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines, while being resourceful and adaptable, with a high degree of initiative.

 

Why You Will Love Working at The City: 

 

1. We recognize the need for flexibility and offer a hybrid working environment that will provide you with an appropriate work-life balance required to thrive in today’s fast paced world.
2. A strong benefits package which includes competitive salaries, vacation, and other unique offerings.
3. We offer an excellent defined benefit pension plan bringing added value to our overall compensation package through OMERS.
4. We support ongoing learning and development and offer educational opportunities with tuition subsidies.
5. Opportunities to join and take an active role with City’s Communities of Inclusions comprised of employees who share a common identity, lived experience and/or set of interest and support each other’s professional development, sense of belonging and promote a culture of inclusion. 

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