ADMINISTRATIVE ASSISTANT 2

City of Toronto; Toronto; On-site; CAD 65,000 - 91,000; Full time

Job summary

City of Toronto seeks an Administrative Assistant 2 in City Planning, CP Transportation Planning, based at City Hall. The role supports the Director and Section management with a range of administrative duties, including back-up coverage for the Administrative Assistant 1.

Key responsibilities span budgeting, council preparations, project tracking, and administrative coordination. Candidates should demonstrate strong organizational, communication, and systems skills in a municipal environment.

Qualifications

• Considerable experience in providing administrative support to senior management, handling confidential information.
• Experience planning and organizing meetings with staff, officials, and the public, including follow-up.
• Proficient in Microsoft Office Suite; budget administration and reporting experience.
• Ability to draft and format data reports, correspondence and charts for Council Committees.
• Excellent organizational and time management skills with attention to deadlines.

Responsibilities

• Budgeting, financial and staffing administration; handle confidential information.
• Prepare and format Council materials, briefing notes and reports for signatures.
• Track section workplan and manage administrative projects with directors and managers.
• Coordinate contract administration and back-up support across section staff.

Skills

Administrative support

Confidential information handling

Meeting logistics

MS Office suite

Budget administration

Procedures & systems

Research & data gathering

Customer service

Time management

Independent judgement

Tools

Microsoft Office

Job description

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Jo b ID: 66398
Job Category:Administrative
Division & Section: City Planning, CP Transportation Planning
Work Location: City Hall, 100 Queen St. W
Salary: $64,529.00 - $91,111.00, TX0003, Wage Grade AOS2
Job Type & Duration: Full-Time, Temporary (12 months) v acancy
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 17-Aug-2026 to 08-Sep-2026

Job Description

Reporting to the Director, Transportation Planning, the Administrative Assistant 2 performs varied administrative duties and program support functions for the Director and Section management team. Provides support to the Administrative Assistant 1 in the Director’s office, including back-up duties in his/her absence.

Major Responsibilities:

Budgeting/Financial/Staffing Administration

• Exercises caution and discretion with labour relations, personnel and other confidential information. Prepares correspondence including that of a confidential nature.
• Assists Director with recruitment processes and administration related to section complement
• Assists with budget administration for the unit and with monitoring and tracking of budget expenditures, in consultation with the Chief Planner’s Office
• Coordinates all contract administration related activities with the unit support staff and other section staff.
• Prepares Purchase Requisitions for submission to Purchasing.

City Council Preparations and Tracking

• Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, and briefing notes.
• Formats Committee reports prior to signature.
• Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
• Tracks Council directions affecting the section workplan

Project Management and Workplan Tracking

• With Director and Managers, formats and tracks section workplan
• Leads section-wide administrative projects based on direction from the Director (e.g. record retention and archiving, electronic filing structure)
• Conducts background research, investigations and retrieves information on various issues using a variety of information systems.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data, using a variety of City Corporate Applications and information systems.

Administrative Coordination

• Performs varied administrative duties and clerical functions in connection with the operation of the Transportation Planning section
• Attends internal meetings and takes/transcribes confidential minutes.
• Provides backup and support to the Administrative Assistant 1 in his/her absence
• 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.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Liaises with and exchanges information with all levels of staff, elected officials and the public.
• Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.
• Maintains continuous awareness of municipal matters, Corporation administrative systems and procedures, and major activities of the Office in order to provide effective administrative assistance.
• 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.

Key Qualifications:

Your application must describe your qualifications as they relate to:

• Considerable experience in providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
• 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.
• 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.
• Considerable experience in a variety of software packages including Microsoft Office Suite, e.g. Word, PowerPoint, Excel, and Outlook.
• Considerable experience in budget administration, e.g. preparing invoices for payment.
• Ability to develop and implement administrative work procedures and systems.
• Ability to research and gather information.
• 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.
• 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.
• Ability to exercise independent judgement and discretion in dealing with highly confidential operational matters and with management staff.

Note To Current City of Toronto Employees

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity .