Accountable for day-to-day operations of the CSD, managing a full range of administrative processes, including preparation of highly time-sensitive and confidential materials and correspondence, travel arrangements, expense management and reporting, maintenance of all correspondence files and reference materials for the SVP, AGC and other members of the Corporate Secretary's Department.

What is the opportunity?   

The RBC Law Group, Operations team is looking for a dynamic Executive Administrative Assistant to provide support in the effective coordination, management and execution of various initiatives and day-to-day operations. This position plays a lead role in the efficient and seamless operation of the Corporate Secretary Department (CSD. The primary function of the Executive Administrative Assistant is to deliver superior support to the Senior Vice-

President, Associate General Counsel & Secretary and the CSD with deliverables to the RBC Board of Directors, senior management team, and internal and external stakeholders. In this role, you will provide administrative and operational support to the Senior Vice-President, Associate General Counsel & Secretary and the CSD ensuring the smooth running of all the operational and administrative aspects of the team and assist with Board and Committee meetings. This position focuses on operational effectiveness, innovation and professionalism.

What will you do?  

• Accountable for day-to-day operations of the CSD, managing a full range of administrative processes, including preparation of highly time-sensitive and confidential materials and correspondence, travel arrangements, expense management and reporting, maintenance of all correspondence files and reference materials for the SVP, AGC and other members of the CSD
• Proactively manages the SVP and AGC’s calendar to ensure the most effective use of time
• Key liaison on behalf of the SVP, Associate General Counsel & Secretary and Assistant General Counsel, Managing Director Board Governance & Assistant Secretary with the offices of the CEO and other senior leaders across the Bank
• Anticipates issues and initiates appropriate actions to ensure the most effective use of the SVP, and AGC’s time, and efficient function of the business unit
• Acts as the first point of contact for key external stakeholders seeking information from the Bank or general public
• Responsible for other general Administration support requirements for the team

What do you need to succeed?

Must-have  

• At least five years + of applicable experience with a Law Firm or Financial Institution
• Exemplary communication and writing skills in English (French is an asset)
• Proficient with MS Office, Word, PowerPoint, Excel
• Ability to prioritize multiple competing demands and work efficiently
• A strong service orientation and a strong desire to succeed by meeting and exceeding expectations

Nice-to-have 

• Good judgment – knows when to act, when to consult, and when to follow-up
• Experience with T360 and iManage software applications
• Strong communication skills (written and oral), and organizational skills
• Time management – ability to work under time constraints and meet deadlines

What’s in it for you?  

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.

• A comprehensive Total Rewards Program including bonuses and flexible benefits and competitive compensation
• Leaders who support your development through coaching and managing opportunities
• Work in a dynamic, collaborative, progressive, and high-performing team
• Opportunities to do challenging work

Job Skills

Calendar Management, Communication, Detail-Oriented, Email Services, Expense Management, Office Administration, Presentation Software, Processing Expense Reports, Spreadsheet Software, Teamwork, Time Management, Word Processing Software

Additional Job Details

ROYAL BANK PLAZA, 200 BAY ST:TORONTO

TORONTO

Canada

37.5

Full time

Law and Compliance

Regular

Salaried

2024-03-15

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets. 

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

BRIEF INTRODUCTION 

The Assistant Branch Administrator is responsible for supporting the Branch Management Team in ensuring a high level of success is achieved through effective operations and administrative efficiencies. 
   
IS THIS ROLE RIGHT FOR YOU 

In the role you will: 

• Consistently demonstrate high levels of internal and external client service
• Assist in the management of branch support staff, including executing development plans
• Ensure quality and efficiency of branch operations
• Assist with the execution and implementation of procedures to ensure compliance with corporate policies and industry regulations
   

DO YOU HAVE THE SKILLS:

We would love to work with you if you have: 
 

• Experience in the securities industry 
• Excellent verbal and written communication skills  
• Meticulous attention to detail and excellent time management skills 
• Provide excellent client service in a professional and respectful manner
• Strong organizational skills
• Ability to take initiative and work independently
• Investment Representative (IR) license is an asset or obtain license within 15 months of hire which includes:
  • Canadian Securities Course (CSC), 
  • Canadian Practices Handbook (CPH),
  • Investment Representative Training Program (IRT)
  • ScotiaMcLeod internal 30-Day training program

WHAT'S IN IT FOR YOU

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers.  
• An organization committed to making a difference in our communities– for you and our clients. 
• An inclusive working environment that encourages creativity, curiosity and celebrates success.  
• Learning and Development – free access to Scotia Academy to upskill and develop your skills 
  #LI-Onsite

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets. 

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

BRIEF INTRODUCTION
 

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
 

IS THIS ROLE RIGHT FOR YOU

In the role you will:

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
 
 
We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHATS IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success.

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets. 

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

BRIEF INTRODUCTION

As an Administrative Support Assistant, you will be responsible for providing administrative support to one or more Advisors and their teams.  
  
IS THIS ROLE RIGHT FOR YOU
In the role you will:

• Be responsible for onboarding new client relationships through digital account opening and documentation administration 
• Process client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
• Respond to client inquiries and issues in a timely manner and escalating , as required

DO YOU HAVE THE SKILLS
We would love to work with you if you have:

• Experience in the securities industry
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

WHATS IN IT FOR YOU

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.

The Executive Assistant is responsible for providing senior administrative support for three VPs  across the Global Contact Centres.
 

Accountabilities:

• Support the executive in day to day management of his/her schedule by:

  • Establishing and coordinating calendars.
  • Arranging / scheduling appointments on behalf of the executives.
  • Anticipating scheduling conflicts / problems and providing alternatives.
  • Providing receptionist support by receiving / screening / referring incoming calls/visitors using a high degree of discretion.
  • Acting on telephone / mail requests received in the VP’s absence.

Support the executive with correspondence by:

• Dealing with correspondence as appropriate (responding, delivering, filtering based on knowledge of work).

• Composing correspondence for the executive’s signature.

• Producing material from written copy / rough notes.

• Proofreading work / output against source documents.

• Setting up / maintaining filing systems.

Organize meetings / conferences by:

• Assessing and seeking out the most appropriate venue for meetings / gatherings based on size / type and attendees.

• Arranging bookings for boardrooms / conference rooms (internal).

• Arranging for equipment and materials for meetings as appropriate.

• Meeting with outside providers of service (conference centers / hotels / caterers).

• Recommending facility alternatives.

• Overseeing arrangements, ensuring smooth execution and assessing outcomes for future reference.

• Preparing invitations for sign off by the executives.

• Tracking responses of meeting attendees, following up as appropriate.

• Booking travel arrangements, ensuring all requirements are met.

Provide administrative and project related support by:

• Verifying applicable bills/expense statements.

• Track completion of action items from meetings.

•  Preparation of Service Level Agreements, organization charts and other communications as required.

Preparing and submitting reports:

• Assist in maintaining the VP’s / department’s expense and other budgets by.

  • Preparing entries / transactions and supporting documentation to process payments.
  • Recording /inputting / documenting data to track, monitor and control expenses.
  • Providing supporting information reports to management to support decisions.

Dimensions:

• Supports up to 3 executives with administrative tasks.

• Proven track record of success in a complex matrix organization.

Education / Experience / Other Information:

• University Degree from an accredited university or college in Administration. Alternatively, an Associate Degree from an accredited university or college and 3 -4 years of related experience.

• Strong knowledge of MS Office applications and PC skills, particularly spreadsheets and presentation tools.

• Sound knowledge of business/bank terminology and departmental procedures.

• High level of discretion required when dealing with confidential matters

• Highly organized and strong organizational know-how (structures, key, staff, etc.)

• Good interpersonal relations

• Adaptable to change/flexible in a fast-paced, dynamic environment.

• Excellent problem resolution skills; resourceful and effective in a deadline-oriented environment.

• Demonstrated performance orientation with a results-focused approach

Working Conditions/ Other details:

• Hybrid working model with onsite work in a standard office-based environment.

• Location:11 Adelaide St. West / 888 Birchmount Road Scarborough

• Start date: ASAP

• Status: Full Time

The City’s Seniors Services and Long-Term Care Division supports residents in long-term care homes to have the healthiest, most fulfilling lives possible through exceptional care and services, enabling people to live with support and age with dignity. The Division believes in the values of Compassion, Accountability, Respect, and Excellence.

Major Responsibilities

• Performs varied administrative duties to support Directors and their sections within the Senior Services & Long-Term Care division.

• Exercises caution and discretion when managing confidential and sensitive information.

• Schedules meetings, organizes materials, and supports activities for the Director and other staff in the section as required.

• Prioritizes day-to-day activities and requests for meetings from various areas, including managing urgent and emerging issues.

• Screens, reviews, and prioritizes incoming phone calls, e-mail and mail, processes correspondence, and where appropriate directs to appropriate staff.

• 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.

• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.

• Drafts correspondence composes and types of letters and memoranda and routes or answers correspondence.

• Reviews 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 and employment/labour relations matters).

• 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.
• Maintains awareness of municipal and Senior Services & Long-Term Care matters, administrative systems and procedures to provide effective administrative assistance.
• Works collaboratively with other Administrative Assistant 2s as a team and provides back-up support in each other's absence.
• Provides support in handling special projects as required.

Key Qualifications

1. Considerable experience in the performance of administrative support duties to senior management, including handling and solving large scheduling matters, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience utilizing a variety of software packages including Microsoft Office Suite (i.e. Word, Excel, PowerPoint 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. Strong analytical and problem-solving skills with proven ability to handle sensitive issues.
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. Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
7. Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with senior management staff.
8. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.
9. 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.
10. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.
11. Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings, as required.

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets. 

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

BRIEF INTRODUCTION
 
As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
 
 
We would love to work with you if you have:
 

• Experience in the securities industry
• Willing to become registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Fluently Bilingual in Spanish and English
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHATS IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.

What is the opportunity?

As a Trust Administrator, you will provide timely and accurate support to our valued clients in respect to all aspects of trust administration. You will effectively administer trust accounts and assist with client queries while maintaining high standards of client service, quality control, and operational efficiency. 

By joining RBC Royal Trust, you will have direct impact on improving the lives of clients by helping settle their estates, protecting their legacies, and improving the communities in which they live. We are a team committed to helping clients achieve peace of mind now and for the future.

Although there may not be immediate openings for this role today, we are always looking for the best and brightest talent and welcome the opportunity to speak to interested candidates.

What will you do?

•    Assist Officers in all administrative functions
•    Ensure all account information on internal systems is up-to-date, complete, and accurate
•    Maintain all written, verbal, and electronic communication as required with internal and external contacts as well as with clients
•    Investigate all inquiries and administrative errors and refer more complex issues to the Senior Officer
•    Understand and follow all RBC processes and policies as required
•    Promptly respond to client calls in the absence of the Officer or Senior Officer, addressing client inquiries in a professional manner

What do you need to succeed?

Must-have
•    Minimum of one year of experience in the financial services industry
•    Post-secondary education
•    Successful completion of STEP Canada’s Foundations of Estate and Trust Administration course (CETA1), or obligation to complete upon employment
•    Intermediate to advanced Microsoft Excel and Word skills
•    Exceptional written and verbal communication skills
•    Excellent interpersonal skills and ability to deal with sensitive and difficult client situations in a professional manner
•    Strong organizational skills, meticulous attention to detail, and solid follow-through capabilities
•    Strong teamwork and relationship building skills as success in this role is dependent on working in cooperation with others

Nice-to-have
•    CSI and/or STEP Canada estate and trust related courses
•    Successful completion of the Canadian Securities Course (CSC)

What’s in it for you?
We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.
•    A comprehensive Total Rewards Program including bonuses and flexible benefits, competitive compensation, commissions, and stock where applicable
•    Leaders who support your development through coaching and managing opportunities
•    Ability to make a difference and lasting impact
•    Work in a dynamic, collaborative, progressive, and high-performing team
•    Opportunities to do challenging work
•    Opportunities to take on progressively greater accountabilities

Job Skills

Communication, Critical Thinking, Customer Service Management, Decision Making, Detail-Oriented, Interpersonal Relationship Management, Operational Delivery, Problem Solving, Time Management, Trust Operations Management

Additional Job Details

RBC CENTRE, 155 WELLINGTON ST W:TORONTO

TORONTO

Canada

37.5

Full time

Wealth Management

Regular

Salaried

2024-02-23

2024-03-07

Job Description
Are you a detail-oriented, organized individual who thrives in a challenging role? If so, consider one of these exceptional Full-time, Temporary, 12 months vacancy opportunity with the IDS Transit Expansion Division within the City of Toronto. You will work in a senior-management environment where your executive-level administrative skills will be relied upon daily to deliver top quality support in a fast-paced and complex municipal government setting. Your excellent communication skills, combined with your customer service focus, 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 Transit Expansion Division.
 
The City of Toronto promotes professional development and is committed to providing opportunities to lead, learn and grow. We value integrity, reliability, and fairness, and we embrace the diversity of the people we work with and serve.
 

Major Responsibilities:
Your primary responsibilities as an Administrative Assistant 1 will focus on providing support to senior leadership on key corporate initiatives, governance, Council/Committee agenda management and protocol, as well as the interpretation or application of corporate / service area policies and procedures.  In doing so, you will assist with the day-to-day management, operations and coordination of complex projects and programs in the Transit Expansion Division, Infrastructure Services.
 
Office Administration

• Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, telephone calls and initiates responses.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Recognizes priorities and organizes the daily schedule accordingly.
• Coordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff as required.
• Manages, prioritizes and/or redirects inquires and/or provides information and guidance to staff, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, and protocols.
• 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. 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.
• Maintains strict confidentiality at all times. Coordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, and staff attendance at conferences.
• Prepares agendas, takes/transcribes minutes and follows-up on action required.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation material on various software, including  Office 365 and in particular SharePoint.
• Organizes and maintains up to date manuals such as Council and corporate administrative policies and guidelines.
• Maintains continuous awareness of the City operations, administrative policies and procedures. Monitors administrative processes of the office to ensure adherence to relevant City policies and efficient operations.
• Coordinates the development and implementation of secretarial and administrative standards and procedures.
• Attends various meetings, events, and acts as the unit representative when required.
• Promotes and delivers excellent customer service.
• May manage special projects.

 
Human Resources and Financial Management

• Checks and ensures the preparation of the recruitment and organizational change documents are in accordance with Corporate and service area policies.
• Maintains staffing and recruitment information and documentation.
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitration, letters of discipline, contingency planning, position termination, restructuring and downsizing initiatives.
• Manages petty cash, and coordinates the submission of petty cash reimbursements, supplier payments and other administrative matters for the office.
• Monitors, tracks, and reports attendance.
   

Communications and Issues Management

• Receives and provides initial response including initial data collection related to telephone calls, email and correspondence from the general public and staff and refers for appropriate action.
• Responds to, and helps resolve, issues raised by staff, internal and external stakeholders, and the public.
• Receives Fraud and Waste, Ombudsman, Auditor General, Internal Audit and other matters on behalf of the Office and refers to the appropriate Section or Unit for Action. Monitors and tracks responses.
• Coordinates tier one responses to enquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, the media, senior City staff and the public.
• Prepares and co-ordinates communication material within the Division, including newsletters, bulletins, notices, and flyers.
   

Council and Committee Agenda Management

• 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.
• Maintains awareness of municipal matters while acting with discretion on all confidential matters.
   

Reporting and Record-Keeping

• Administers, prepares, processes, and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices. Prepares complex calculations and analysis of data. Monitors expenses and participates in compiling data for forecasting and budgeting. Prepares correspondence.
• Coordinates all reports and administrative information, monthly work plan updates and corporate responsibilities including Human Resources, Health and Safety and prepares the documentation to meet legislative requirements in alignment with established policies and procedures.
• Develops, operates and maintains an effective record/retrieval system for the office.
   

Key Qualifications

1. Considerable experience providing administrative support to senior management, managing a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience in planning and organizing appointments, meetings, conferences, and special events in a fast-paced environment, including the preparation of meeting minutes and identifying items for follow-up.
3. Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables.
4. Considerable experience preparing agendas, taking minutes at meetings, and identifying items for follow up.
5. Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Office 365 etc.).
6. Experience working with confidential materials/information for senior management staff.
7. Experience annotating and/or summarizing complex data, reports, briefing notes and/or committee/council reports.
8. Strong analytical and problem-solving skills.
9. Ability to prioritize multiple tasks and manage interruptions, to assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the Division.
10. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, deal with conflicting priorities and work demands.
11. Considerable knowledge of municipal operations that may include but is not limited to council proceedings and Freedom of Information.
12. Ability to work independently, in a politically sensitive environment, using sound judgement.
13. Ability to provide work direction to other support staff.
14. Ability to research and prepare information in a timely manner.
15. Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
16. Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.
17. Excellent communication skills, both orally and in writing. A strong command of grammar and writing skills for the purpose of proof reading and editing.
18. Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.
19. Must be resourceful, adaptable and possess a high degree of initiative.
20. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

The City of Toronto’s Fire Services Division has two opportunities available as an Administrative Assistant 3 (AA3). These positions report to the respective Divisions Chiefs and provide a variety of administrative and program related duties.

AA3 for Fire Services Community Risk Reduction Section:

Reporting to and supporting the Division Chiefs of the Inspections and Enforcement Unit and the Public Education Unit, the incumbent will provide a variety of administrative and program related functions in a high volume and time sensitive work environment. In addition to the responsibilities set out below, the Administrative Assistant 3 will be responsible for managing and overseeing multiple email inboxes at one time, assimilating high volumes of information and determining appropriate action.

AA3 for Fire Services Administrative Services Section: 

Reporting to and supporting the Division Chief, Staff Services, the incumbent in this position will provide a variety of administrative duties, including preparing confidential correspondence and documents, such as grievance responses, disciplinary letters and other employment related documents; coordinating appointments and meetings, such as investigative interviews, Step 2 grievance hearings, and other meetings when required; compiling and preparing materials and agenda for meetings and taking and transcribing minutes of meetings; organizing and assisting in the preparation and dissemination of materials such as information related to grievances and arbitrations; preparing a variety of monthly, quarterly and annual reports as well as ad hoc reports; managing email boxes and providing support to other Staff Services team members when requested.

Major Responsibilities:

• Prepares and processes a variety of documents including statements, forms, legal documents, manuals, statistical summaries and reports requiring the assessment and analysis of manual or computerized data, and other documents utilizing various software packages.
• Prepares and types correspondence including documents that are confidential in nature, such as disciplinary letters, grievance responses, offer letters, employment related legal opinions relating to employment law and promotional examinations when required.
• Drafts routine correspondence.
• Maintains and manages fire information databases.
• Exercises caution and discretion with labour relations, personnel, legal proceedings dealing with employment issues and other confidential information.
• Organizes and assists in the preparation of grievances and arbitration documentation.
• Compiles material, prepares agenda and takes and transcribes minutes of meetings, as required.
• Assists with promotional competitions including briefs and presentation materials
• Monitors, tracks and reports on attendance management.
• Inputs and maintains staffing attendance program.
• Coordinates travel arrangements and completes expense documentation for conferences/seminars. Handles the scheduling of meetings and appointments for the Divisions Chiefs as well as reviewing their calendars, to ensure it is up to date. 
• Proof reads outgoing documents and correspondence.
• Ensures required documentation is distributed to appropriate personnel.
• Prepares a variety of monthly, quarterly and annual reports as well as ad hoc reports.
• Maintains hard and soft filing and retrieval systems for various records/documents.
• Assists with budget administration and maintains and processes accounts receivable for the organizational unit.
• Manages projects as assigned by the Division Chiefs.
• Researches and provides information, including in response to enquiries/complaints and exchanges information with all levels of staff, elected officials, the public, government agencies or private companies and records detailed messages.
• Opens, reviews and distributes incoming mail and follows up on responses.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Utilizes layout, formatting and keyboarding skills.
• Maintains supplies for the unit. Orders and checks the delivery of office equipment, supplies, publications, etc. and maintains same. May provide work direction and training to clerical employees.
• Ensures work is undertaken in a manner that complies with and supports City compliance with the Ontario Occupational Health and Safety Act (OHSA), other relevant codes and regulations and City policies.
• Other duties as assigned.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Considerable experience in the performance of secretarial and administrative support duties to management, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, correspondence, charts, tables and statements.
3. Considerable experience with Microsoft Word, Excel, PowerPoint and Outlook.
4. Experience in setting up meetings with all levels of staff, elected officials, other levels of government and the public as well as taking and transcribing meeting minutes.
5. Advanced knowledge of layout and formatting complex reports, correspondence, charts and tables.
6. Highly developed customer service and interpersonal skills and proven ability to deal with people in difficult situations.
7. Ability to exercise independent judgement and discretion in dealing with confidential operational matters and with management staff.
8. Ability to work independently with a minimum supervision, take initiative and know when to seek counsel and advice.
9. Ability to prioritize work schedule, complete assigned duties with timelines, handle multiple projects and priorities and work in a team environment.
10. Good knowledge of municipal operations, Council proceedings, departmental and political issues.
11. Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings as required.
12. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.