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Added 12 mins ago
DS
Manager, Maintenance & Renewal Services
Delta School District 37, British Columbia
Delta, BC
- Full-time
Reporting to the Director of Facilities, the Manager, Maintenance & Renewal Services is responsible for the planning, coordination, and delivery of maintenance, repair, and minor renewal…
Added 42 mins ago
Advanced Electrical
Vail Resorts
Whistler, BC
…chance to grow through Epic Service - our leading training and development experience, and wellness benefits to fuel your…
Added 1 hour ago
NE
Finance Manager
Northern Employment Solutions Inc
ON · Ontario, Canada
- Full-time
Reporting directly to the Executive Director, the Finance Manager will oversee financial operations, budgeting, reporting, payroll, compliance, and financial systems while supporting…
Added 1 hour ago
NE
Finance Manager
Northern Employment Solutions Inc
North Bay, ON
- Full-time
Reporting directly to the Executive Director, the Finance Manager will oversee financial operations, budgeting, reporting, payroll, compliance, and financial systems while supporting…
Added 3 hours ago
R|
Executive Assistant
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
Department / Research Program: Child Health and Human Development
Added 3 hours ago
R|
Research Assistant - Public Engagement
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
As Research Assistant (public engagement), you will be responsible for the development, implementation, and evaluation of CADeN’s public engagement campaign. As part of this work, you will…
Added 3 hours ago
S
Senior Internal Auditor - Accounting and Operations
Solmax
Longueuil, QC
- Full-time
challenges related to growth through acquisitions and the standardization of practices. It is a careerdevelopment springboard toward a Director, Internal Audit position.
Added 5 hours ago
CC
Senior Estimator
CDC Contracting
Concord, ON
- Full-time
e files Contribute to the development and refinement of estimating standards and te
Added 6 hours ago
S
Chief Operating Officer
Storibot.ai
Calgary, AB
- Full-time
You have done this before. You have scaled a software or platform company from first revenue through a Series A or beyond, as COO, VP Operations or GM. Taking a startup all the way to IPO…
Added 7 hours ago
CC
Senior Estimator
CDC Contracting
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- Full-time
Input and manage estimates within Bid2Win (B2W) or equivalent software
Added 8 hours ago
Global Supply Chain Manager
Intertape Polymer Group (IPG)
Truro, NS
Supervisor: Director of Global Supply Chain, and Truro Operations
Added 8 hours ago
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Senior Director, IT Delivery and Technology Platforms
National Bank of Canada
Montreal, QC
- Full-time
A career as Senior Director, IT Delivery and Technology Platforms at National Bank means acting as a leader of leaders and ensuring the evolution, performance and sustainability of a…
Added 8 hours ago
TS
Residential Counsellor
The Salvation Army in Canada
Hamilton, ON
- Full-time
Ensure the proper and accurate recording of all daily logs, shift reports, incident reports, etc. using the AIMS software.
Added 9 hours ago
AM
Director Digital Solutions & Business Growth
Arc Mercer
Barrie, ON
- Full-time
Empower Simcoe is searching for a bold, visionary Director Digital Solutions & Business Growth to drive our digital revolution! In this high-impact role, you will spearhead our innovation…
Added 9 hours ago
NB
Chief Data Engineering Developer
National Bank of Canada
Montreal, QC
- Full-time
Within the Analytics and Data sector, you will be part of a large multidisciplinary team responsible for the development and evolution of the Horizon platform, reporting to the Senior…
Added 12 hours ago
TC
Marketing Communications Coordinator
The Clarice Smith Performing Arts Center
Montreal, QC · Urban agglomeration of Montreal, QC
- Full-time
…priorities of the School of Music (SOM) and reports to the Director of Marketing and Communications for the Performing Arts. The MCC provides marketing communications support to the unit…
Added 13 hours ago
Director, Offensive Security
Varicent
Toronto, ON
We're looking for a hands-on Director of Offensive Security to lead and evolve our offensive security program across applications, cloud environments, enterprise systems, and AI-enabled…
Added 13 hours ago
M
Senior Software Engineer - Credit Commercial Engineering
Marqeta
Remote, Canada
- Full-time
- Remote
You have 5+ years of industry experience in software development in Java, service-oriented architectures, and cloud computing (AWS preferred).
Added 14 hours ago
SH
Administrative Assistant
Shared Health-Soins Communs
Boissevain, MB
- Full-time
Under the general supervision of and responsible to the Director/Regional Manager/Manager; the Administrative Assistant is committed to the vision, mission, values and strategic priorities…
Added 14 hours ago
SH
Administrative Assistant
Shared Health-Soins Communs
Mountain Road, MB
- Full-time
Under the general supervision of and responsible to the Director/Regional Manager/Manager; the Administrative Assistant is committed to the vision, mission, values and strategic priorities…
Added 14 hours ago
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Nurse Educator (N4) - Patient Services Mental Health
Shared Health-Soins Communs
Winnipeg, MB
- Full-time
Under the general supervision of the applicable Director of Patient Services - Mental Health and in collaboration with the Program Teams, the incumbent is responsible for: Educational…
Added 14 hours ago
Administrative Assistant
Winnipeg Regional Health Authority
Boissevain, MB
Under the general supervision of and responsible to the Director/Regional Manager/Manager; the Administrative Assistant is committed to the vision, mission, values and strategic priorities…
Added 14 hours ago
Administrative Assistant
Winnipeg Regional Health Authority
Grandview, MB
Under the general supervision of and responsible to the Director/Regional Manager/Manager; the Administrative Assistant is committed to the vision, mission, values and strategic priorities…
Added 14 hours ago
Nurse Educator (N4) - Patient Services Mental Health
Winnipeg Regional Health Authority
Winnipeg, MB
Under the general supervision of the applicable Director of Patient Services - Mental Health and in collaboration with the Program Teams, the incumbent is responsible for: Educational…
Added 15 hours ago
R|
Research Assistant - Public Engagement
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
As Research Assistant (public engagement), you will be responsible for the development, implementation, and evaluation of CADeN’s public engagement campaign. As part of this work, you will…

City of Toronto

ADMINISTRATIVE ASSISTANT 1

Toronto, ON, Canada

Salary Range: $74,781.00 - $109,815.00

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Job details

Pay: Salary Range: $74,781.00 - $109,815.00
Apply by: Nov 13, 2026
Working hours: 35 hours per week
Posting language: English
Posted: Oct 29, 2026

Original job description

Job ID: 67740
Job Category: Administrative
Division & Section: Engineering & Construction Services, ECS Office of the Executive Director
Work Location: City Hall, 100 Queen St W.
Job Type & Duration: Full-time, Permanent
Salary Range: $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: 29- Oct- 2026 to 12- Nov-2026

The City's Engineering and Construction Services Division provides specialized engineering, design, and construction support to internal partners - including Toronto Water, Transportation Services, and Solid Waste Management Services - and to external stakeholders such as developers, utilities, and public agencies. Its team of professionals delivers the design, rehabilitation, and construction of roads, bridges, and other major infrastructure that support safe, reliable, and sustainable services across Toronto.

Reporting to the Chief Engineer & Executive Director, Engineering & Construction Services, the Administrative Assistant 1 will provide confidential administrative and executive support, coordinating daily operations, managing competing priorities, and facilitating effective communication with internal and external stakeholders. The role requires sound judgement, discretion, strong organizational skills, and the ability to work proactively in a fast-paced environment while supporting the effective delivery of divisional priorities objectives.

Major Responsibilities:

- - Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, phone calls, and initiates responses.
  - Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests from the Mayor's office, city councillors, and the Chief Administrative Officer and department staff.
  - Co-ordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff. Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division/s. May direct and train, on a daily basis, clerical support services on divisional processes and procedures.
  - Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
  - Responds and helps resolve issues of upset and concerned clients seeking redress.
  - 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 grievance 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.
  - Manages and tracks high volumes of correspondence, inquiries, and escalated issues for the Executive Director, including matters raised by the development industry, Mayor’s Office, Members of Council, and other key stakeholders, and works closely with divisional staff and senior leadership to coordinate timely responses, monitor follow-up actions, and support issue resolution.
  - Coordinates the review, approval, and submission of reports, briefing materials, and other supporting documentation for Standing Committees, Community Councils, and City Council on behalf of the Executive Director, ensuring accuracy, completeness, and adherence to corporate and divisional timelines and processes.
  - Monitors Standing Committee, Community Council, and City Council agendas, decisions, and related materials to identify items affecting divisional priorities and operations, and supports the Executive Director by tracking follow-up actions and coordinating related briefing and response materials.
  - 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 labour disruption plans.
  - 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. Prepares correspondence.
  - Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials.
  - Attends various meetings, events, hearings, and acts as the unit representative.
  - May review applications from the public and handle special projects.
  - 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 on 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:

1. Extensive experience providing administrative support to Senior Management/Executive team, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience in preparing, reviewing and editing complex reports, correspondence, charts, tables and statements for senior management staff.
3. Considerable experience with calendar management, scheduling meetings and events, taking minutes at meetings, with follow-up activities.
4. Extensive experience utilizing a variety of software packages including Microsoft Word, Excel, PowerPoint and Outlook.
5. Ability to handle confidential and sensitive information with discretion and sound judgement, including preparing, maintaining, and managing confidential documents and records in accordance with established policies, procedures, and privacy requirements.
6. Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with competing priorities and work demands.
7. Excellent communication, interpersonal, analytical and problem-solving skills to deal effectively with all levels of staff and the public.
8. Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
9. Highly developed customer service and interpersonal skills and the ability to appropriately interact with staff at all levels, councilors, media, members of the public and external agencies.
10. Strong analytical and problem-solving skills in combination with the ability to perform duties under minimal supervision using sound judgement and discretion.
11. Ability to gather, analyze and consolidate information from various sources in a timely fashion.
12. Resourceful, adaptable and possess a high degree of initiative.
13. Ability to work beyond normal business hours and weekends, when necessary.

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.

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More about this job

Responsibilities

The Administrative Assistant 1 provides senior-level executive support to the Chief Engineer & Executive Director, managing daily operations and competing priorities. They coordinate communication with internal and external stakeholders, prepare confidential documentation, and oversee administrative processes for the division.

Requirements

Candidates must have extensive experience providing administrative support to senior management and executive teams. Proficiency in Microsoft Office suite, strong organizational skills, and the ability to handle sensitive information with discretion are required.

Skills

Administrative support
Calendar management
Report preparation
Communication
Time management
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Outlook
Confidentiality
Problem-solving
Data analysis
Records management
Customer service
Organizational skills

Visa sponsorship

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Keywords

Administrative Assistant
Executive Support
Engineering & Construction Services
Records Management
Labour Relations
Budgeting
Forecasting
Data Analysis
Policy Implementation
Stakeholder Management
Microsoft Office
Correspondence
Meeting Coordination
Confidentiality
Public Sector
Government
Infrastructure
Reporting
Scheduling
Professionalism

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