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About the Role

As an Administrative Assistant 2 in the People & Equity Division, you will provide essential administrative support to a leadership team and coordinate various initiatives across multiple teams. Your ability to multi-task, maintain complex schedules, manage logistics for a large team, and deliver excellent customer service will be key to success. You will work in a culture that emphasizes continuous learning, collaboration, and champions equity, diversity, and respectful workplaces.

Responsibilities

Provide comprehensive administrative support to a large and dynamic team within the People & Equity Division.
Coordinate operational activities including onboarding/offboarding employees, ordering equipment/supplies, and tracking budgets/expenditures.
Support the day-to-day administrative needs of the Employee Relations Division and the Office of the Chief People Officer.
Maintain awareness of divisional projects, priorities, systems, and procedures.
Contribute to special projects and initiatives as required.
Manage complex calendars, coordinate meetings, events, and business activities.
Oversee logistical arrangements for divisional operations.
Organize schedules and meetings for senior leaders, managing competing priorities.
Ensure all required materials, resources, and arrangements are in place for meetings and events.
Monitor requests and follow-up activities to ensure commitments are addressed and deadlines are met.
Serve as a key point of contact for staff, elected officials, external agencies, government representatives, and the public.
Screen, review, and prioritize incoming telephone calls, emails, correspondence, and inquiries.
Respond to inquiries and complaints using knowledge of organizational procedures, policies, and regulations.
Build and maintain effective working relationships and facilitate information exchange.
Prepare, draft, edit, and process correspondence, reports, presentations, statistical summaries, and briefing materials.
Assess and analyze information to support document and report preparation, ensuring accuracy and adherence to corporate standards.
Review materials prior to approval or signature, verify conformity with policies and procedures, and resolve outstanding issues.
Coordinate the preparation and organization of briefing materials, background information, Council documentation, committee reports, and sensitive records.
Prepare and format materials related to confidential, employment, and labour relations matters.
Support decision-making by providing organized and accurate documentation.
Coordinate meetings and maintain accurate records of discussions and decisions.
Take, transcribe, and maintain confidential minutes related to labour relations and sensitive issues.
Handle confidential information with discretion and professionalism.
Ensure records are maintained and distributed in accordance with organizational requirements.
Support the administration of unit budgets by monitoring expenditures and maintaining financial records.
Process business-related expenses and assist with budget tracking activities.
Contribute to the preparation of reports and summaries supporting operational planning and financial accountability.
Monitor the status of requests, assignments, and administrative processes.
Ensure timely completion and compliance with established standards.
Identify and resolve discrepancies and maintain accurate records.
Support the efficient coordination of work across the division.
Contribute to the effective delivery of administrative services and operational excellence.

Requirements

Considerable experience performing administrative support duties to senior management, handling a broad range of administrative matters and coordination.
Experience in providing administrative support with complement management and overseeing administration of budget.
Experience preparing confidential materials and information for management, with proven ability to handle sensitive issues and exercise independent judgment.
Considerable experience utilizing a variety of software packages, including advanced proficiency of Microsoft Office Suite (e.g. Co-Pilot, Word, Excel and Outlook or equivalent) to prepare correspondence, and create charts related to organizing, formatting, editing, and analyzing content.
Highly developed interpersonal skills and customer service with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, with members of the public and external agencies.
Excellent organizational and time management skills, including attention to detail.
Ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines, while being resourceful and adaptable, with a high degree of common sense and initiative.

Skills

Microsoft Office Suite (Co-Pilot, Word, Excel, Outlook)
Interpersonal skills
Customer service
Oral communication
Written communication
Organizational skills
Time management
Attention to detail
Prioritization
Meeting deadlines
Independent work
Resourcefulness
Adaptability
Common sense
Initiative

Location

Metro Hall, 55 John Street, Toronto, ON

Work Type

Full-time
Permanent

Experience Level

Considerable experience performing administrative support duties to senior management
Experience in providing administrative support with complement management
Experience overseeing administration of budget
Experience preparing confidential materials and information for management
Advanced proficiency in Microsoft Office Suite

Education Level

Post-secondary education in Human Resources, Labour Relations or a Business Administrative related discipline is considered an asset but not a requirement.

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.
Learn more about the City’s commitment to employment equity.
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.