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+ years of senior administrative support experience in a public sector setting.
Proficiency in Microsoft Office Suite including Word, PowerPoint, Excel, Access, and Outlook.
Expertise in organizing and scheduling high-level meetings and events.
Ability to manage electronic and physical filing systems for large volumes of information.
Skilled in recording, transcribing, and following up on formal meeting minutes.

Responsibilities

Perform specialized senior administrative tasks including project oversight and research.
Communicate with internal and external stakeholders to coordinate activities and manage correspondence.
Manage the Deputy Chief's schedule and business travel arrangements.
Prepare documents, reports, and summaries related to operational and administrative matters.
Coordinate special events, meetings, and workshops to optimize resources and time management.

Benefits

Full-time, permanent position with a structured work schedule.
Access to comprehensive city benefits including healthcare and pension plans.
Training and development opportunities to enhance professional skills.
Vacation and sick leave policies in line with municipal standards.

Full Job Description

Job ID: 66692
Job Category: Administrative
Division & Section: Toronto Paramedic Services, PS Toronto Central Amb Control Centre
Work Location: 4330 Dufferin St, Toronto, M3H 5R9
Job Type & Duration: Full-Time, Permanent
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: 28-Sept-2026 to 13-Oct-2026

Job Description

Reporting to the Deputy Chief (Director), Communications, this position provides a variety of specialized senior level administrative support to the Communications area and related functions. This program area includes, but is not limited to: Central Ambulance Communications Centre, Education and Quality Improvement, Systems Performance, Communications Systems Engineering and Hospital Liaison Program.

Major Responsibilities:

Performs specialized and senior level administrative tasks, including preparation, investigation, research, review, and the oversight 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 Deputy Chief and management team, as necessary.
Identifies, screens/prioritizes issues and initiates responses on behalf of the Deputy Chief.
Prepares and composes documents, summaries and reports.
Manages the Deputy Chief's schedule, e.g. arranges business travel including conference registration, accommodations, schedules interviews, general meetings.
Identifies, screens/prioritizes issues and initiates responses on behalf of the Deputy Chief.
Prepares and composes documents, summaries and reports.
Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to the Deputy Chief 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 Management Team Meetings and 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 the Deputy Chief's electronic and paper 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, 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, the public, and private institutions that have regular contact with the Deputy Chief/Director.
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 Deputy Chief that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to the Deputy Chief. Monitors andreviews 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 Deputy Chief.
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 Deputy Chief's 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 the Deputy Chief's mail, e-mails and enquiries as appropriate.
Manages the Deputy Chief's schedule, e.g.: arranges business travel including conference registration, accommodations, schedules interviews, general meetings.
Maintains various staffing records, such as attendance register, individual employee files, on behalf of the Deputy Chief.
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:

1. Considerable experience in providing administrative assistance to senior management handling a broad range of standard office practices and administrative matters.
2. Extensive experience utilizing a variety of software packages, e.g. Word, Access, PowerPoint, Outlook, and Excel to prepare and format documents, reports, charts, spreadsheets and presentations.
3. Considerable experience organizing and scheduling meetings, conferences and special events with all levels of staff, elected officials, other levels of government and the public.
4. Experience working with various filing systems and the management of large volumes of information, both hard copy and electronic.
5. Experience accurately recording and transcribing formal meeting minutes and related follow up activities.

You must also have:

- Excellent organizational and time management skills, with the ability to work independently and effectively with minimal supervision, prioritize work schedule, meet deadlines and deal with conflicting priorities and work demands.
- Ability to exercise independent judgment and discretion in dealing with highly confidential matters and with management staff.
- Excellent communication skills to deal effectively, both orally and in writing, with City Council, media, senior government officials, staff, and external stakeholders.
- Knowledge of City and Divisional policies and procedures, municipal government operations, Council and Standing Committee proceedings, divisional and political issues.
- Strong analytical and problem-solving skills, demonstrating strong attention to detail.
- Ability to provide work direction to clerical and administrative staff, including training and orientation.
- Ability to identify areas for improvement and make recommendations on new/modified administrative processes and their implementation, with respect to Divisional work.
- Familiarity with the Ambulance Act of Ontario, and a broad understanding of the services provided by Toronto Paramedic Services is an asset.
- Must be familiar with the Occupational Health & Safety Act and the regulations that apply to this work.
- Ability to organize, anticipate issues, and perform work with little supervision.
- Ability to provide work direction to other support staff.
- Ability to research and compile data in a timely fashion.
- Ability to utilize systems relevant to supporting the division such as Kronos and RPGS.
- 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.
- Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.
- Excellent interpersonal skills with the ability to communicate effectively, both orally and in writing, with Councillors, media, senior leadership, residents and staff.
- Independent judgement and discretion in dealing with confidential business proposals and information as well as staff matters such as performance reviews and salary increments.
- Knowledge of City and Divisional policies and procedures, municipal government operations, council and committee proceedings.

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City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

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