EXECUTIVE ASSISTANT TO DCM

City of Toronto; Toronto; Hybrid; CAD 60,000 - 90,000; Full time

Job summary

The City of Toronto seeks an Executive Assistant to enhance the efficiency of the Deputy City Manager's Office. The ideal candidate will provide top-level administrative support, manage sensitive tasks with discretion, and thrive in a dynamic work environment, embodying values of equity and inclusion.

Qualifications

• Extensive experience in high-level administrative support.
• Demonstrated sound judgment and discretion.
• Proven ability in managing complex, sensitive issues.

Responsibilities

• Provide high-level administrative support to senior leadership.
• Manage complex calendars and priorities.
• Act as a key liaison within the organization.

Skills

Administrative Support

Problem-Solving

Communication Skills

Multitasking

Customer Service

Tools

Microsoft Office

Calendar Management Software

Job description

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• Division & Section: Deputy City Manager CSS Office
• Work Location: Hybrid,Toronto CIty Hall, 100 Queen Street West Toronto, ON M5H 2N2
• Job Type & Duration: Full-time,Permanent Vacancy
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 16-JUN-2025 to 30-JUN-2025

As an Executive Assistant in the Deputy City Manager’s Office (DCMO), you will play a pivotal role in providing high-level administrative support to the Community Development and Social Services (CDSS) senior leadership team, and specifically the Deputy City Manager and the Director, Strategic Policy & Programs for CDSS. This position is integral to enabling an organized and high-functioning executive office that supports the delivery of essential human services across Toronto’s diverse communities. You will be the central point of contact for the office, managing a wide range of administrative responsibilities with professionalism, discretion and proactive mindset.

With extensive experience in providing executive-level administrative support in fast-paced, corporate environments, you are highly skilled in managing complex calendars and adapting quickly to shifting priorities. You handle highly sensitive and confidential matters with exceptional professionalism, sound judgment, and discretion, consistently demonstrating flexibility, diplomacy, and tact. Technically adept and a clear communicator, you have extensive experience drafting and preparing correspondence and reports, as well as editing, synthesizing, and formatting detailed documents, charts, and presentations for senior management.

As a valued member of a small, high-performing team, you thrive in both collaborative and independent work settings. You are self-motivated, able to manage your time effectively, and skilled at advancing multiple priorities with minimal supervision. Known for your exceptional customer service orientation, you have a strong desire to support others and build positive working relationships. You contribute to a culture of collaboration and mutual respect, helping to maintain a professional and supportive work environment. Your commitment to Reconciliation, equity, inclusion, accessibility, and human rights is reflected in how you engage with colleagues and the broader community.

You are adept at navigating the complexities of a large, complex organization like the City of Toronto. In this role, you will serve as a key liaison for the Deputy City Manager’s Office, coordinating with staff from other Deputy City Managers’ offices, Division Heads, the City Manager, the Mayor, and Members of Council. With strong problem-solving skills and a demonstrated ability to take initiative, you apply sound judgment and creativity to resolve issues efficiently. Your ability to communicate clearly and persuasively allows you to engage effectively with individuals at all levels—from front-line staff and senior leadership to elected officials—as well as with a broad range of external stakeholders, including representatives from City agencies, other governments, municipalities, the media, and the public.

With a flexible and approachable demeanor, you excel at thinking quickly and adapting to shifting priorities and conditions. You keep colleagues and leadership well-informed, ensuring alignment and continuity in a dynamic environment. You demonstrate foresight in anticipating needs, planning ahead, and identifying next steps, while navigating the complexities of competing interests in a multi-stakeholder setting. You will also identify contentious emerging issues, provide timely, accurate and comprehensive briefings to the Deputy City Manager on such issues, and work directly with senior staff to find workable solutions. Proficient in MS Office and complex calendaring systems, you are well-equipped to support senior leaders in a fast-paced, multifaceted administrative role. You may also be called upon to provide vacation coverage for the Executive Assistant to the City Manager, serving as a trusted resource to the City’s Senior Leadership Team.

Key Qualifications:

• Extensive experience providing high-level administrative support in a senior executive role, with a strong focus on complex calendar management, meeting coordination, and complex administrative tasks.
• Demonstrated sound judgment, discretion and a high degree of political acuity.
• Proven ability to navigate complex, multi-stakeholder environments while handling confidential or sensitive matters with tact, discretion and diplomacy.
• Strong problem-solving skills, with the ability to proactively identify issues, provide solutions, and manage competing priorities in a complex, fast-paced environment.
• Demonstrated ability to research and investigate issues, make sound decisions to resolve problems and /or escalate, as necessary.
• Exceptional written and verbal communication skills, with experience preparing detailed reports, correspondence, and presentations for senior leaders.
• Ability to work independently with limited supervision, managing multiple tasks and priorities effectively.
• Proven track record of building and maintain positive relationships with internal teams, senior leadership, elected officials, and external partners, demonstrating excellent customer service and collaboration skills.
• Highly adaptable, with the ability to adjust quickly to shifting priorities, complex situations, and new challenges.
• Experience working within a human services context and a commitment to supporting the values of equity, inclusion, and community impact is an asset.
• Proficient in Microsoft Office, Office 365, and calendar management software.

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 .