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About the Role

This permanent, full-time opportunity is for an Administrative Assistant 2 within the City's Fire Services Communication, Technology & Organizational Performance Section. The role supports the Deputy Fire Chief, Technology, Communications and Organizational Performance, utilizing administrative and coordination skills to deliver top-quality service and contribute to a positive team environment.

Responsibilities

• Performs varied administration, coordination and project tracking duties.
• Exercises caution and discretion with personnel and confidential information.
• Handles coordination of complex calendars, issuing invites, securing meetings, and follow-up.
• Provides daily/weekly and monthly updates of high-volume project work.
• Tracks action items and provides proactive updates.
• Ensures tracking and follow-up of requests and meets deadlines.
• Monitors and controls unit workflow, ensuring adherence to policies.
• Liaises with and exchanges information with all levels of staff, elected officials, and the public.
• Prepares and processes various documents, statistical summaries, and reports.
• Drafts correspondence, composes and types letters and memoranda.
• Checks work for accuracy and conformity with regulations, policies, and procedures.
• Operates office equipment and computers utilizing desktop applications and corporate systems.
• Prepares presentation material utilizing detailed layout and formatting.
• Coordinates and maintains a complex record/retrieval system.
• Maintains supplies and inventories.
• Responds to inquiries and complaints from senior staff, the public, agencies, and other levels of government.
• Coordinates meetings, events, and schedules.
• Takes and transcribes minutes as required.
• Maintains awareness of municipal matters, departmental administrative systems, and organizational structures.
• Prepares and organizes Council materials, including confidential matters, background, and briefing notes.
• Formats Committee reports prior to signature.

Requirements

• Considerable experience providing administrative support duties to senior or executive management.
• Considerable experience handling a broad range of administrative matters, standard office practices and procedures.
• Considerable experience coordinating project work with layers of updates on a daily/weekly and monthly basis.
• Experience working with complex documents/reports, and confidential materials/information for senior management.
• Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
• Experience using a variety of software packages including Microsoft Office Suite (e.g. Outlook, Word, PowerPoint, Excel, Copilot and Teams).
• Experience tracking budgets and flagging potential budget variances.
• Experience in the preparation and drafting of standard correspondence, reports, including editing the layout and formatting of complex reports, correspondence, charts, tables, presentations and reports to Council & Committees.
• Administrative experience with emergency services, municipal government business procedures, project management or data analysis environments or related work environments would be an asset.
• Highly developed customer service and interpersonal skills.
• Ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external agencies in an efficient, discreet and diplomatic manner.
• Excellent organizational and time management skills, including attention-to-detail.
• Ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
• Strong analytical and problem-solving skills with proven ability to handle sensitive issues.
• Ability to work independently and effectively with minimal supervision in a high pressure, high volume, team environment.
• Ability to prioritize work schedule and complete assigned duties within timelines.
• Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
• Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings as required.

Skills

• Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Copilot and Teams)
• Customer service
• Interpersonal skills
• Communication (oral and written)
• Organizational skills
• Time management
• Attention-to-detail
• Analytical skills
• Problem-solving skills
• Project coordination
• Calendar management
• Data analysis
• Report preparation
• Presentation preparation

Location

• FIRE & PARAMEDIC HQ & EMS STATION 53, 4330 Dufferin Street

Work Type

• Full-time
• Permanent

Experience Level

• Considerable experience providing administrative support duties to senior or executive management
• Considerable experience coordinating project work
• Experience working with complex documents/reports, and confidential materials/information
• Experience tracking budgets

Salary/Compensations

• $64,529.00 - $91,111.00

About the Company

• The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.
• 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).

Equal Opportunity

• The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.
• 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.