ADMINISTRATIVE ASSISTANT 1 Full-time Job
Administrative Jobs TorontoJob Details
- Job ID: 56101
- Job Category: Administrative
- Division & Section: People & Equity, Employee Relations
- Work Location: Metro Hall, 55 John Street, Toronto, M5V3C6.
- Job Type & Duration: Permanent, Full-time Vacancy
- Salary: $73,495.00 -$96,567.00, TX0002, Wage Grade 5.0.
- Shift Information: Monday to Friday, 35 hours per week
- Affiliation: Non-Union
- Number of Positions Open: 1
- Posting Period: 15-May-2025 to 29-May-2025
Are you a detail-oriented and organized individual who excels in a dynamic environment? If so, we invite you to explore this exceptional full-time, permanent opportunity within the People & Equity Division, Employee Relations. We are currently seeking an Administrative Assistant 1. The ideal candidate will be proactive, adaptable, with the ability to shape this new role and bring fresh insight to the office of the Executive Director, Employee Relations.
You will work in a senior-management environment, providing essential administrative support to the Executive Director, Employee Relations. Your executive-level administrative skills will be relied upon to provide top quality support to senior leadership in a fast-paced and complex municipal government setting. Your responsibilities as an Administrative Assistant 1 will focus on creating new processes for managing the Executive Director’s office, Council/Committee agenda management and protocol, as well as the management of correspondence and briefing materials. Your excellent communication skills, combined with your customer service focus, judgement, diplomacy and tact, will ensure you are a valued member of the team that is responsible for the provision of centralized administrative support to the operations of the Employee Relations section with the People & Equity Division.
By joining our team, you will work in the culture that emphasizes continuous learning and collaboration and champions equity, diversity, and respectful workplaces.
This is a hybrid role with flexible in-office days, requiring, on average, a minimum of three (3) days per week in-office (subject to change).
Major Responsibilities:
- Provides senior level administrative support to the Executive Director. Reviews and directs incoming correspondence, phone calls, and initiates responses/follow-ups.
- Manages and schedules daily appointments and activities; arranges meetings and business travel for the Executive Director, Employee Relations. Maintains calendar of the Executive Director, Employee Relations with accuracy and discretion, including scheduling, rescheduling and prioritizing meetings based on organizational priorities.
- Coordinates daily administrative operations by organizing workload priorities. Acts as a resource to Employee Relations staff as required. Responds to, and helps resolve issues raised by staff, internal and external stakeholders, and the public.
- Coordinates the development and implementation of secretarial and administrative standards and procedures within Employee Relations. May direct and train Employee Relations staff on such processes and procedures.
- Create new administrative processes for the effective operation of the Executive Director’s office.
- Handles, prioritizes and/or redirects inquires and/or provides information and guidance to staff, clients, agencies, union representatives and other levels of government.
- Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines and corrects/resolves outstanding/incorrect items prior to signature. Proofreads own and others material.
- Performs highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
- Coordinates meetings, special events, schedules, workshops, labour management meetings and staff attendance at conferences. Prepares agendas, takes/transcribes confidential minutes related to labour relations and other matters as required.
- Maintains strict confidentiality at all times. Exercises caution and discretion with labour relations, personnel and other confidential information.
- Prepares and processes documents of a confidential labour relations nature. Assists in the co-ordination of service area labour disruption plans, as required.
- Manages PCard usage, maintains receipts and coordinates submissions to ensure reconciliation of business expenses.
- Coordinates tier one responses to enquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, senior City staff and the public.
- Monitors all key reports required for committees and council and ensures deadlines are met. Annotates and reviews Council agendas and flags items that will impact on Division operations. Identifies issues and initiates responses. Formats Committee reports prior to signature.
- Prepares and processes various presentations, documents/statistical summaries/reports requiring the assessment and analysis of data. Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.
- Facilitates onboarding process for new employees including the distribution of hardware, setup of email account and required security and system access.
- Ensures that the tracking and following up of requests is maintained and deadlines are met.
- Coordinates and maintains a complex record/retrieval systems.
- Maintains awareness of other projects and initiatives within People & Equity Division, administrative systems and procedures to provide effective administrative assistance.
- Provides support in handling special projects
Key Qualifications:
- Considerable experience performing administrative support duties to senior management, handling a broad range of administrative matters and coordination of work in a highly sensitive and confidential capacity.
- Experience preparing confidential materials and information for management, with proven ability to handle sensitive issues and ability to exercise independent judgment.
- 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.
- 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.
- Excellent organizational and time management skills, including attention to detail, proof reading, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
- 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 common sense and initiative.
- A post-secondary education in a related discipline such as Human Resources or Industrial Relations certificate/diploma, Office Administration certificate/diploma or the equivalent combination of education is considered an asset but not required.
