Senior Administrative Assistant – Emergency Management

City of Toronto; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

City of Toronto is seeking an Administrative Assistant 1 for Toronto Emergency Management to provide senior-level administrative support to the division. The role reports to the Executive Director and supports key initiatives, policies and organizational operations.

Responsibilities include managing correspondence, preparing materials, coordinating daily workloads, meetings, and travel; supporting TEM’s 24/7 emergency capacity; and training staff on processes while ensuring policy compliance and

Qualifications

• Post-secondary degree or diploma in a relevant discipline or the approved equivalent combination of education and related experience.
• Considerable experience providing administrative support to senior management, including handling a broad range of administrative matters.
• Experience in preparation and drafting of standard correspondence and reports, editing layouts and formatting for senior/executive management.
• Considerable experience preparing agendas, taking minutes, and identifying items for follow up.
• Experience annotating and summarizing complex data, reports, briefing notes and committee/council reports.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook.
• Exposure to municipal operations and related regulations, bylaws and policies.
• Strong analytical and problem-solving skills with discretion and sound judgment.
• Excellent organizational and time management skills with attention to detail.
• Strong customer service and interpersonal skills.

Responsibilities

• Provides senior level administrative support and guidance on key initiatives and policies.
• Directs incoming correspondence and initiates responses; prepares correspondences and presentation materials.
• Coordinates daily operations by organizing workload priorities and scheduling appointments and meetings.
• Supports TEM’s emergency response capacity as needed.
• Acts as a resource to support staff and may train clerical staff on procedures.
• Develops and implements administrative standards and procedures for the division.
• Maintains records, handles confidential materials, and ensures compliance with policies.
• Monitors reports and deadlines for committees and council.
• Attends meetings, takes minutes, and follows up on actions as necessary.

Skills

Executive support

Calendar management

Meeting coordination

Documentation drafting

Data handling

Education

Post-secondary degree

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

City of Toronto is seeking an Administrative Assistant 1 for Toronto Emergency Management to provide senior-level administrative support to the division. The role reports to the Executive Director and supports key initiatives, policies and organizational operations.

Responsibilities include managing correspondence, preparing materials, coordinating daily workloads, meetings, and travel; supporting TEM’s 24/7 emergency capacity; and training staff on processes while ensuring policy compliance and