ADMINISTRATIVE ASSISTANT 1

City of Toronto • $74K — $109K *

Toronto, ON M3C 0E3In-Person

Education, Government & Non-Profit

Less than 5 years of experience

Today

Be an Early Applicant

By clicking Apply, I agree with Ladders' Terms of Use and Privacy Policy

Job Overview by Ladders

Qualifications

Post-secondary degree or diploma in a relevant discipline or equivalent experience.
Considerable experience supporting senior management with broad administrative responsibilities.
Experience in preparing and editing correspondence and reports for executives.
Proven ability to take minutes at meetings and manage follow-up tasks.
Strong skills in annotating and summarizing complex data and reports.
Proficient in Microsoft Office applications and other software packages.
Knowledge of municipal operations including legislation and policies.

Responsibilities

Provide senior-level administrative support and guidance on initiatives and policies.
Manage and prioritize incoming correspondence, communication, and appointment scheduling.
Support TEM's emergency response activities within the Emergency Operations Centre.
Train and guide clerical staff and standardize administrative procedures.
Prepare and process confidential documents related to labor relations and other sensitive matters.

Benefits

A supportive environment focused on equity and diversity.
Opportunities for training and development in emergency management.
Exposure to high-level administrative operations within a city framework.

Full Job Description

Job ID: 67218

Job Category: Administrative

Division & Section: Toronto Emergency Management

Work Location: 703 Don Mills Road, Toronto

Job Type & Duration: Full-Time, Permanent Vacancy

Salary: $74,781.00 - $109,815.00

Shift Information: Monday to Friday, 35 Hours Per Week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: September 28, 2026 - October 13, 2026

The Administrative Assistant 1 for Toronto Emergency Management will report to the Executive Director and will play a critical role on the team providing senior level administrative support, advice and guidance on key initiatives, policies and organization within the division.

Major Responsibilities:

Provides senior level administrative support, advice and guidance on key initiatives and policies.
Reviews and directs incoming correspondence, email, phone calls, and initiates responses; prepares correspondences and presentation materials.
Co-ordinates daily administrative operation by organizing workload priorities, including managing and scheduling daily appointments and activities; arranging meetings and business travel and organizing the daily schedule around urgent requests from the Mayor's office, city councillors, and the City Manager as well as divisional staff.
Supports TEM's 24/7 emergency response capacity within the Toronto Emergency Operations Centre where required.
Provides effective work direction, training and guidance and acts as a resource to support staff; may direct and train, on a daily basis, clerical support services on divisional processes and procedures.
Co-ordinates the development and implementation of administrative standards and procedures for the division.
Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
Addresses and resolves concerns from distressed clients seeking solutions to their issues.
Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination; may attend and take minutes at various meetings or hearings.
Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation.
Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures; applies and checks layout and formatting guidelines.
Proof-reads own and other's material.
Monitors all key reports required for committees and council and ensures deadlines are met.
Reviews council and standing committee agendas and reports, flagging items that will impact on operations and identifies issues and initiates responses.
Organizes and maintains up-to-date manuals, such as Council and corporate administrative policies and guidelines.
Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
Co-ordinates and maintains the records management system.
Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices.
Prepares complex calculations and analysis of data, monitors expenses and participates in compiling data for forecasting and budgeting.
Operates computers utilizing and manipulating a variety of desktop applications and corporate systems.
Attends various meetings, events, hearings in support of the Division Head.
Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration. Takes/transcribes minutes and follows-up taking action when necessary.
Maintains petty cash.
Monitors, tracks and reports attendance management.
Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.

Key Qualifications:

Post-secondary degree or diploma in a relevant discipline or the approved equivalent combination of education and/or related experience (e.g. emergency management, emergency services, public administration, etc.).
Considerable experience providing administrative support to senior management, including handling a broad range of administrative matters, standard office practices and procedures.
Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts, tables and statements to senior and executive management.
Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow up.
Considerable experience annotating and/or summarizing complex data, reports, briefing notes and/or committee/council reports.
Ability to utilize a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
Exposure to municipal operations that may also include but not limited to knowledge of legislation, bylaws, policies and procedures.
Strong analytical and problem-solving skills in combination with the ability to perform duties under minimal supervision in a politically sensitive environment, using sound judgement and discretion including handling of confidential materials and information.
Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, assess situations to determine importance, urgency and risks and make clear decisions or deal with conflicting priorities and work demands.
Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels including with internal and external partners.
Excellent oral and written communication skills.
Must be resourceful, adaptable and possess a high degree of initiative.
Ability to research and prepare information in a timely manner.
Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.
Ability to provide work direction to other support staff.
Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

Note To Current City of Toronto Employees

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".

About City of Toronto

City of Toronto provides its users with information on the lifestyles, business, and locations of Toronto. Lifestyle information consists of health, energy, services, children’s services, arts, culture, festivals, events, housing, and transportation. Business-related information consists of investments, startups, reports, event planning, and city-based partnerships. Furthermore, it provides its users with history, facts, images, events, and attractions of Toronto. City of Toronto is based in Ontario.

City of Toronto Careers

There has never been a better time to explore the diverse job opportunities at the City of Toronto—the hub of professional growth and innovation in the region.

Work You’ll Experience

Join the City of Toronto’s dynamic team to assist in transforming the city through public service and innovative leadership. The City of Toronto offers a unique position in the marketplace, combining public administration with cutting-edge initiatives that enhance the lives of its residents. Engage with a team of skilled professionals dedicated to fostering a culture of diversity, equity, and inclusion. The City of Toronto is not just a place of employment; it is a place where careers flourish and where the professional environment encourages continuous personal and professional development.

City of Toronto Jobs and Employment

The City of Toronto is building a market-leading workforce that supports the city’s vision through strategic leadership and proactive management. This team helps to master the challenges of urban growth and community service.

Innovative Work

At the City of Toronto, innovation isn’t just a buzzword—it's a practical approach to solving real-world issues that affect millions of people. With projects that range from improving municipal services to enhancing urban sustainability, employees at the City of Toronto push the boundaries of what is possible in public service.

Professional Growth and Development

The City of Toronto is committed to nurturing the careers of its employees with unmatched training, development programs, and leadership opportunities. Whether through professional development workshops, leadership training, or diversity training, the City ensures that every team member has the tools to succeed.

Explore Career Opportunities

From internships to full-time positions, the City of Toronto offers a range of job opportunities that cater to various skills and career aspirations. Positions in healthcare, engineering, finance, urban planning, and more are available, providing a broad spectrum of career paths for job seekers.

The City of Toronto Employment Culture

The City’s employment culture is centered on creating a supportive and inclusive workplace. This culture is evident in its commitment to diversity and innovation, where each team member’s contributions are valued and celebrated.

Stay Connected with City of Toronto Careers

Join the Team

Search open positions that match your skills and interests. The City of Toronto looks for passionate, curious, creative, and solution-driven team players. Explore the various benefits, from health insurance to retirement plans, that make the City of Toronto a premier employer.

Keep Up to Date

Stay informed with career tips, insider perspectives, and industry-leading insights—all from the professionals who are part of the City of Toronto team.

Job Alert Emails

Personalize your subscription to receive job alerts, latest news, and insider tips tailored to your preferences. Discover the exciting and rewarding career opportunities that await at the City of Toronto.

SEARCH CITY OF TORONTO JOBS

READ CAREERS BLOG

Learn more about City of Toronto

Size

10,001 employees

Industry