EXECUTIVE ASSISTANT TO DCM

• Division & Section: Deputy City Manager’s Office, Infrastructure Services
• Job Type & Duration: Full-time, Hybrid, Permanent Vacancy
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 10-APR-2025 to 08-MAY-2025
  

As Executive Assistant to the Deputy City Manager, Infrastructure Services, you will provide support to the executive leadership team, specifically the Deputy City Manager, on key service organization initiatives, Governance, Council/Committee structure and protocol, as well as the interpretation or application of Corporate/Service area policies and procedures.

Comfortable operating within a complex organization like the City of Toronto, you will act as the primary contact for the Office, providing liaison between the Deputy City Manager and General Managers/Executive Directors, Agencies, Boards, Commissions and Committees. You will also build business relationships with the Mayor’s staff, City Councillors and their staff, Internal Auditor, Auditor General, Ombudsman, Provincial and Federal contacts. With a focus on customer service excellence, you will respond to enquiries from staff at all levels, officials from other levels of government and municipalities, school boards, not-for-profit organizations and other interest groups, the media and the general public.

Proactive in anticipating needs, planning ahead and determining next steps, you will identify contentious emerging issues, provide timely, accurate and comprehensive briefings to the Deputy City Manager, and work directly with senior staff to find workable solutions. At times, you may provide vacation coverage for the Executive Assistant to the City Manager.

With your extensive experience in providing administrative support at the senior executive level, you are highly skilled in complex calendar management, including scheduling and adjusting to meet last minute priorities. You have exhibited exceptional ability to handle sensitive and confidential matters with professionalism, flexibility, discretion, judgement, diplomacy and tact. You are technically proficient and an excellent communicator, with extensive experience preparing and drafting standard correspondence and reports, as well as editing and formatting complex reports, correspondence, charts, tables and statements for senior management.

You enjoy working independently, with limited supervision and guidance, successfully prioritizing and managing multiple tasks and your own time, while demonstrating outstanding customer service skills, with a strong desire to assist others. You are a strong problem-solver, skilled in using innovation and initiative to resolve conflicts, and can communicate easily and persuasively at all levels of the organization – from front-line staff to elected officials and external contacts.

With a highly adaptable and approachable style, you are able to think on your feet, quickly adjusting to changing conditions and priorities. Proficient in MS Office and complex calendaring systems, you thrive in supporting senior leadership in a multi-faceted administrative role.

Key Qualifications:

• Considerable experience providing administrative support at the senior executive level, including complex calendar management and scheduling.
• Extensive experience in issues management, providing briefings and solutions to senior leaders.
• Extensive experience preparing and drafting standard correspondence and reports, editing and formatting complex reports, correspondence, charts, tables and statements for senior management.
• Proficient in Microsoft Office, Office 365, and calendar management software.
• Demonstrated sound judgment, sensitivity and a high degree of political acuity.
• Ability to work independently with limited guidance, skilled in prioritizing your own work.
• Excellent customer service skills, driven to assist and problem solve, while building rapport and strong relationships.
• Experience working closely with City Council considered an asset.
• Highly adaptable and ability to adjust to changing conditions and priorities.

Equity, Diversity and Inclusion

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