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Added 5 mins ago
C
Senior Cloud and DevOps Engineer - Vice President
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Mississauga, ON
- Full-time
The Senior Cloud and DevOps Engineer - Vice President is a senior level position responsible for establishing and implementing new or revised application systems and programs in…
Added 5 mins ago
Senior Engineering Specialist
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Added 35 mins ago
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Halifax, NS · Mississauga, ON · Ottawa, ON · Montreal, QC
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Added 35 mins ago
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Sr. Consultant - Cloud Infrastructure Architect | Conseiller senior – Architecte d'infrastructure infonuagique, Public Sector | secteur public
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Vancouver, BC · Ottawa, ON · Toronto, ON · Montreal, QC
…solutions, you will be responsible for leading the implementation process, ensuring adherence to best practices, optimizing performance, and managing risks throughout the…
Added 35 mins ago
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Toronto, ON
- Full-time
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Added 49 mins ago
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…our day-to-day operations. We are looking for a Senior Data Engineer to build and maintain foundational datasets that will allow us to reliably and efficiently power decision making at…
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- Full-time
You will have the opportunity to work as a Software Engineer on our Online & Mobile backend team.
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Montreal, QC
- Full-time
We’re committed to making every step of the process inclusive and accessible. If you require accommodations at any stage, please let us know, we’ll ensure you have what you need to succeed.
Added 49 mins ago
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Junior Cyber Incident Response Analyst
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Junior Cyber Incident Response Analyst
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…effective control of scope changes via the formal Change Management…
Added 1 hour ago
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Job ID #31810: Senior Process Engineer, Plant Operations
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Added 1 hour ago
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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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