ADMINISTRATIVE ASSISTANT TO DIRECTOR

City of Toronto • $79K — $86K *

Toronto, ON M3C 0E3In-Person

Education, Government & Non-Profit

Less than 5 years of experience

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Job Overview by Ladders

Qualifications

5-7 years of administrative experience supporting senior management teams.
Proficiency in Microsoft Office Suite and time management systems like SAP.
Skilled in preparing reports and presentations for public meetings.
Ability to draft professional correspondence and organize complex information with minimal supervision.
Expertise in managing both physical and digital filing systems efficiently.

Responsibilities

Perform senior-level administrative tasks including research and project oversight.
Coordinate communication between internal divisions and external parties for project alignment.
Identify and prioritize issues, initiating responses on behalf of the Directors.
Prepare documents, summaries, and detailed reports for various stakeholders.
Organize meetings, including preparing agendas and documenting proceedings, ensuring timely follow-up on action items.
Provide guidance and training to clerical support staff, acting as a resource for administrative issues.
Maintain and organize Directors' filing and confidential information systems.

Benefits

Flexible hybrid work location offering a mix of remote and in-person work.
Structured work hours with a clear focus on work-life balance, operating Monday to Friday.
Opportunities to engage with various levels of government and stakeholders, enhancing professional network.

Full Job Description

Job ID: 65783
Job Category: Administrative
Division & Section: Environment, Climate & Forestry, Urban Forestry Operations
Work Location: Etobicoke Civic Centre, 399 The West Mall, Etobicoke (Hybrid)
Job Type & Duration: Full-time, Temporary Vacancy (12 months)
Hourly Rate and Wage Grade: $38.20 - $41.70
Shift Information: Monday to Friday, 35 Hours Per Week
Affiliation: L79 Full-time
Number of Positions Open: 1
Posting Period: 16-Jul-2026 to 30-Jul-2026

Major Responsibilities:

Performs specialized and senior level administrative tasks; including preparation, investigation, research, review, and the overseeing of projects.

Communicates with various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Directors.

Identifies, screens/prioritizes issues and initiates responses on behalf of the Directors.

Prepares and composes documents, summaries and reports.

Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to Directors on followed-up action items. Coordinates special events, workshops; coordinates meetings and schedules, and adjusts work plan to meet unscheduled events; organizes/coordinates and attends quarterly Management Team Meetings and monthly Manager Meetings.

Provides work direction, training and guidance and acts as a resource to support/clerical staff.

Reviews correspondence and contract documents for accuracy and conformity to policies and procedures and signing authorities.

Locates/extracts and consolidates information required in reports and correspondence. Undertakes research/analysis and prepares reports on the various issues/findings.

Organizes and maintains Directors' filing system.

Prepares/processes documents and handles issues of a confidential/sensitive nature.

Acts as Divisional liaison when dealing with Councillors and Division Heads.

Handles enquiries regarding operational policies/practices, general public and stakeholder enquiries/concerns and deals with FOI requests in accordance with the City's FOI protocols.

Assists in the preparation of briefs, presentation/meeting materials.

Develops and maintains linkages and contacts with staff, Councillors, and other levels of Government, ABCDs, the public, and private institutions that have regular contact with Directors.

Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives.

Ensure that reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines.

Identifies items for the Directors that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to Director. Monitors and reviews committee and council agendas, flagging items of divisional impact and identifies these issues and initiates responses.

Makes recommendation of new/modified administrative functions and their implementation.

Follows up on Decisions of Council to ensure recommendations are adhered to.

Provides follow-up to assignments given to management staff; provides status reports to the Directors.

Assist in Budget information compilation of data for forecasting and co-ordination between sections/units. Monitors/maintains and balances petty cash fund, purchasing records, invoices and items requiring Directors' signature.

Maintains records related to budget administration.

Arranges business travel including conference registration, accommodation and cash advances. Reviews accuracy of expense claims

Organizes and maintains policy and procedure manuals. Operates computers utilizing and manipulating a variety of software packages.

Reviews, prioritizes, distributes and/or responds to Directors mail, e-mails and enquiries as appropriate.

Manages the Directors' schedule; e.g. arranges business travel including conference registration, accommodations, schedules interviews, general meetings.

Maintains various staffing records, such as attendance register, establishment lists, requests for staff, EOCR's and individual employee files, on behalf of Directors.

Orders/maintains and oversees the purchase/lease regarding the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors.

Key Qualifications:

Your application must describe your qualifications as they relate to:

Extensive experience performing administrative duties for a senior manager and divisional teams.

Considerable experience utilizing a variety of software programs including Microsoft Word, Outlook, Excel, PowerPoint, Access, and Time and Attendance systems (e.g. SAP and E-time/Kronos, among others).

Experience in preparing and formatting reports, correspondence and documents for public meetings.

Experience creating presentations, drafting letters and memos and ability to organize, anticipate issues, and perform work with little supervision.

Experience with filing systems and the management of large volumes of information both hard copy and electronic.

You must also have:

Independent judgement and discretion in dealing with confidential business proposals and information as well as staff matters such as performance reviews and salary increments.

Ability to utilize systems relevant to supporting the division such as E-time.

Ability to take minutes of committee proceedings, to reply to committee questions on the wording of motions and to prepare final minutes of a meeting.

Knowledge of City and Divisional policies and procedures, municipal government operations, council and committee proceedings.

Excellent interpersonal skills with the ability to communicate effectively, with politicians, business executives, senior managers and staff.

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