ADMINISTRATIVE ASSISTANT 3

City of Toronto; Toronto; On-site; CAD 46,000 - 77,000; Full time

Job summary

The City of Toronto is seeking an Administrative Assistant 3 to support the Fire Services Communications, Technology & Organizational Performance Section. This permanent, full-time role reports to the Division Chief of Data Analytics and focuses on coordinating meetings, preparing reports, and handling confidential information with discretion.

You'll manage busy calendars, compile and format documents, assist with budget-related tasks and travel arrangements, and contribute to continuous

Qualifications

• Post-secondary education in office administration, business or related field, or an equivalent combination of education and experience.
• Substantial administrative support experience in a professional environment.
• Strong multi-tasking ability with accuracy and detail orientation.
• Excellent organizational, communication and customer service skills.
• Maintains confidentiality and professionalism in every interaction.

Responsibilities

• Serve as a key administrative resource for management and staff.
• Prepare, format and distribute reports, correspondence, presentations and other business documents.
• Handle sensitive and confidential information with professionalism, discretion and sound judgment.
• Coordinate meetings, appointments, interviews and events while ensuring all materials are prepared and distributed.
• Maintain organized electronic and physical records systems and ensure information is accessible when needed.
• Respond to inquiries from staff, stakeholders and the public, providing accurate information and exceptional customer service.
• Support operational and program activities through research, reporting, project coordination and administrative tracking.
• Assist with financial and administrative processes such as expense claims, accounts administration and budget-related activities.
• Coordinate travel, logistics and procurement activities as required.
• Contribute to a collaborative work environment while supporting continuous improvement initiatives and special projects.

Skills

Organizational skills

Communication skills

Customer service

Attention to detail

Confidentiality

Education

Post-secondary education in office administration or related

Equivalent combination of education and experience

Tools

Microsoft Office

Job description

Division & Section: Fire Services, Fire Svcs Comm, Tech & Org Performance

Work Location: 4330 DUFFERIN ST,FIRE & PARAMEDIC HQ & EMS STATION 53

Job Type & Duration: Full-time,Permanent

Salary Range: $46,455.00 - $77,455.00, TX0004, AOS1

Shift Information: Monday to Friday, 35 hours per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period:28-AUG-2026 to 11-SEP-2026

Are you a highly organized administrative professional who thrives in a dynamic environment, enjoys supporting leaders and teams, and takes pride in delivering exceptional service? If so, consider this permanent, full-time opportunity of an Administrative Assistant 3 where you can further develop your career path and gain insight into the City's Fire Services Communication, Technology & Organizational Performance Section.

Reporting to the Division Chief of Data Analytics, you'll be at the center of day-to-day operations, ensuring critical administrative processes run efficiently while supporting projects, programs, meetings, communications and confidential business activities.

No two days are the same. One day you may be coordinating meetings, preparing reports and managing correspondence. The next, you may be researching information, supporting a special project, assisting with budget-related activities or helping leaders prepare critical documents and presentations. Throughout it all, you'll be relied upon for your professionalism, attention to detail and ability to manage competing priorities.

What You'll Do

As our next Administrative Assistant 3, you will:

• Serve as a key administrative resource for management and staff.
• Prepare, format and distribute reports, correspondence, presentations and other business documents.
• Handle sensitive and confidential information with professionalism, discretion and sound judgment.
• Coordinate meetings, appointments, interviews and events while ensuring all supporting materials are prepared and distributed.
• Maintain organized electronic and physical records systems and ensure information is accessible when needed.
• Respond to inquiries from staff, stakeholders and members of the public, providing accurate information and exceptional customer service.
• Support operational and program activities through research, reporting, project coordination and administrative tracking.
• Assist with financial and administrative processes such as expense claims, accounts administration and budget-related activities.
• Coordinate travel, logistics and procurement activities as required.
• Contribute to a collaborative work environment while supporting continuous improvement initiatives and special projects.

What You Bring

You are someone who:

• Has post-secondary education in office administration, business administration, public administration, or a related discipline, or an equivalent combination of education and relevant experience.
• Has substantial experience providing administrative support in a complex, professional environment.
• Can confidently manage multiple priorities while maintaining accuracy and attention to detail.
• Possesses exceptional organizational, communication and customer service skills.
• Maintains confidentiality and demonstrates professionalism in every interaction.
• Builds positive working relationships with people at all levels of an organization.
• Is proficient with Microsoft Office (e.g., Outlook, Word, PowerPoint, Excel, Teams, SharePoint, Copilot) and other business systems.
• Works effectively both independently and as part of a team.
• Takes initiative, exercises sound judgment and consistently delivers high-quality work.

Why Join Us?

This is an opportunity to make a meaningful contribution to public service while working alongside dedicated professionals committed to serving our communities. You'll play a key role in supporting operational excellence and helping teams achieve their goals through strong administrative leadership.

If you're a proactive, detail-oriented administrative professional who enjoys bringing order, efficiency and exceptional service to a busy workplace, we encourage you to apply.

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 .