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Added 1 hour ago
KU
Part-Time Conference Services Assistant & Event Planner (contract)
King's University College
London, ON
- $24 CAD / hour
- Part-time
Part-Time Conference Services Assistant & Event Planner
Added 2 hours ago
UT
Senior Administrative Assistant # 26-28630
US Tech Solutions
Toronto, ON
- $27 to $32 CAD / hour
- Contract
Must have Executive Assistant experience · Must have experience supporting senior executives
Added 2 hours ago
W
Restructuring and Insolvency Legal Assistant
W3Global
Calgary, AB
- $75,000 to $90,000 CAD / year
- Full-time
…range of industries. The firm is seeking an experienced Legal Assistant to join its Restructuring & Insolvency practice group in…
Added 4 hours ago
MU
Research Assistant 1
McGill University
Montreal, QC
- Full-time
Working in the laboratory of Professor De Villers-Sidani, the research assistant 1 will conduct research projects using established protocols, processes and procedures, under the…
Added 5 hours ago
OD
Complex Care Itinerant Educational Assistant System Support (100%) - Regular (External/Casual)
Ottawa-Carleton District School Board (OCDSB)
Ottawa, ON · Nepean, ON
- Part-time
Complex Care Itinerant Educational Assistant System Support
Added 5 hours ago
CI
Administrative Assistant - Professional Development and Events
Catholic Independent Schools Vancouver Archdiocese (CISVA)
Vancouver, BC
- Full-time
Administrative Assistant – Professional Development & Events
Added 6 hours ago
RU
Administrative Assistant, MS
Ricoh USA, Inc.
Mississauga, ON
- Part-time
The MS Administrative Assistant is responsible for providing exceptional support and service related to clerical and administrative duties through all mediums including correspondence,…
Added 7 hours ago
I
Assistant(e) de recherche clinique 2/ Clinical Trials Assistant 2
IQVIA
Mississauga, ON
- Full-time
…requirement, i.e., Good Clinical Practice (GCP) and International Conference on Harmonization (ICH) guidelines as provided in company…
Added 7 hours ago
I
Assistant(e) de recherche clinique 2/ Clinical Trials Assistant 2
IQVIA
Mississauga, ON
- Full-time
…requirement, i.e., Good Clinical Practice (GCP) and International Conference on Harmonization (ICH) guidelines as provided in company…
Added 8 hours ago
R|
Fellowship and Bursary Administrative Assistant
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
Reporting to the Chair of the Department of Pediatric Surgery, the Fellowship and Bursary Administrative Assistant provides administrative support to the department’s fellowship and…
Added 10 hours ago
C
Administrative Assistant, BORN Ontario - Permanent Full Time (1.0)
CHEO
Ottawa, ON
- Full-time
The Administrative Assistant will provide administrative and operational support, coordinating schedules and meetings, assist with staff onboarding and financial processes, maintain records…
Added 10 hours ago
FC
Regional Sales and Events Administrator
Fidelity Canada
Calgary, AB
- Full-time
Coordinate conference participation, client events, meetings, and event logistics.
Added 10 hours ago
R
Administrative Assistant, MS
Ricoh
Mississauga, ON
- Part-time
The MS Administrative Assistant is responsible for providing exceptional support and service related to clerical and administrative duties through all mediums including correspondence,…
Added 12 hours ago
PH
Admin Assistant
Provincial Health Services Authority
Delta, BC
- Full-time
Added 14 hours ago
TO
Administrative Assistant - Gastroenterology
The Ottawa Hospital
Ottawa, ON
- Full-time
Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Temporary Administrative Assistant in the Division of Gastroenterology at the General Campus.…
Added 15 hours ago
TU
Assistant Professor - Environmental Physiology (50481)
The University of Toronto Engineering Society
Toronto, ON
- $130,000 to $140,000 CAD / year
- Full-time
…teaching-related activities can include performance as a teaching assistant or course instructor, experience leading successful workshops or seminars, student mentorship, or excellent…
Added 17 hours ago
Operations Administrative Support Officer
City of Vancouver
Vancouver, BC
Works in conjunction with the Property Portfolio Assistant to prepare accurate rent calculations, subsidies, adjustments and annual reviews by analyzing and interpreting financial documents…
Added 20 hours ago
R|
Fellowship and Bursary Administrative Assistant
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
Reporting to the Chair of the Department of Pediatric Surgery, the Fellowship and Bursary Administrative Assistant provides administrative support to the department’s fellowship and…
Added 23 hours ago
GC
Tools Programmer Python - TGQF
Game Companies
Montreal, QC
- Full-time
DocGPT is Ubisoft’s internal knowledge assistant platform, unveiled this year at the 2026 Games Developer Conference (GDC) and deployed across several studios and divisions. Behind the…
Added 1 day ago
UO
Assistant Coach Minor Sports of Baseball, UC Clermont College
University of Cincinnati
Clermont, QC
- Full-time
…experiences, an academic health system, and as a member of the Big 12 Conference. The university contributes $10.6 billion in economic impact to the city and $22.7 billion to the state of…
Added 1 day ago
UM
Tools Programmer Python - TGQF
Ubisoft Montréal
Montreal, QC
- Full-time
DocGPT is Ubisoft’s internal knowledge assistant platform, unveiled this year at the 2026 Games Developer Conference (GDC) and deployed across several studios and divisions. Behind the…
Added 1 day ago
SA
Clinic Assistant – Ambulatory Care Clinics and Ophthalmology – Part Time
Sault Area Hospital
Sault Ste. Marie, ON
- Part-time
The Clinic Assistant provides clerical support to the various Clinics in Ambulatory Care and Ophthalmology by providing assistance to staff and physicians, and being first point of contact…
Added 1 day ago
BN
Assistant Store Manager - Greater Toronto Area
Bailey Nelson
ON
- Full-time
Bailey Nelson is currently in search of an incredible Assistant Store Manager to join our fast-growing Australian brand with big expansion across Canada and unlimited growth potential for…
Added 1 day ago
BN
Assistant Store Manager - Queen St
Bailey Nelson
Toronto, ON
- Full-time
Bailey Nelson is currently in search of an incredible Assistant Store Manager to join our fast-growing Australian brand with big expansion across Canada and unlimited growth potential for…
Added 1 day ago
4
Administrative Assistant
49North
Richmond, BC
- Full-time
We’re on the hunt for an Administrative Assistant in our 49North Richmond, BC office.

City of Toronto

ADMINISTRATIVE ASSISTANT 1

Toronto, ON, M5V 2C6, Canada

Salary: $74,781.00 - $109,815.00

Apply on jobs.toronto.ca About employer

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Job details

Pay: Salary: $74,781.00 - $109,815.00
Working hours: 35 Hours Per Week
Posting language: English
Posted: Sep 25, 2026

Original 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".

Equity, Diversity and Inclusion

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

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.

Apply on jobs.toronto.ca About employer

More about this job

Responsibilities

The Administrative Assistant provides senior-level support to the Executive Director, including managing daily operations, correspondence, and scheduling. They also assist with emergency response capacity, labour relations documentation, and the development of administrative standards.

Requirements

Candidates must possess a post-secondary degree or diploma in a relevant field and significant experience in senior administrative support. Strong analytical, organizational, and communication skills are required to navigate a complex, politically sensitive environment.

Skills

Administrative support
Emergency management
Policy development
Records management
Data analysis
Budgeting
Scheduling
Customer service
Communication
Problem-solving
Time management
Microsoft Office
Minute taking
Labour relations
Research

Visa sponsorship

Not detected in the job text

Keywords

Administrative Assistant
Emergency Management
Public Administration
Labour Relations
Records Management
Budgeting
Forecasting
Policy Analysis
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Outlook
Council Reports
Grievances
Arbitrations
Emergency Operations Centre
Communication Strategy
Data Collection
Time Management
Customer Service

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Work requirements

Jobs in Canada