Executive Administrative Assistant to Senior City Leadership

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

Job summary

City of Toronto invites applications for Administrative Assistant 2 in the Building Division. This permanent role provides essential administrative and program support for one of four sections, contributing to excellent service delivery within a respectful, inclusive workplace.

The position deals with confidential materials, budget support, scheduling, committee materials, and back-up coverage. It requires strong MS Office skills, calendar management and professional communication.

Qualifications

• Extensive experience providing administrative support to senior management.
• Proven ability to draft, format and edit documents with high accuracy.
• Strong skills in creating presentations, reports and data charts.

Responsibilities

• Support Director & Deputy Chief Building Official with administrative activities.
• Assist senior management, mentor staff as needed, and manage workloads.
• Handle confidential materials and exercise independent judgment.
• Prepare agendas, minutes and follow up actions for meetings.
• Format Council & Committee materials and briefing notes.
• Maintain records and retrieve information per guidelines.
• Monitor deadlines, organize schedules and coordinate events.
• Assist with budget administration and office inventory.
• Respond to inquiries from staff, officials and public.

Skills

Office administration

Calendar management

Minute taking

Communication

Customer service

Interpersonal skills

Independent judgment

Confidential handling

Tools

Microsoft Office 365

Job description

City of Toronto invites applications for Administrative Assistant 2 in the Building Division. This permanent role provides essential administrative and program support for one of four sections, contributing to excellent service delivery within a respectful, inclusive workplace.

The position deals with confidential materials, budget support, scheduling, committee materials, and back-up coverage. It requires strong MS Office skills, calendar management and professional communication.