ADMINISTRATIVE ASSISTANT TO DIRECTOR

Job ID: 65783 Job Category: Administrative Division & Section: Environment, Climate & Forestry, Urban Forestry Operations Work Location: Etobicoke Civic Centre, 399 The West Mall, Etobicoke (Hybrid) Job Type & Duration: Full-time, Temporary Vacancy (12 months) Hourly Rate and Wage Grade: $38.20 - $41.70 Shift Information: Monday to Friday, 35 Hours Per Week Affiliation: L79 Full-time Number of Positions Open: 1 Posting Period: 16-Jul-2026 to 30-Jul-2026 Major Responsibilities: Performs specialized and senior level administrative tasks; including preparation, investigation, research, review, and the overseeing of projects. Communicates with various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Directors. Identifies, screens/prioritizes issues and initiates responses on behalf of the Directors. Prepares and composes documents, summaries and reports. Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to Directors on followed-up action items. Coordinates special events, workshops; coordinates meetings and schedules, and adjusts work plan to meet unscheduled events; organizes/coordinates and attends quarterly Management Team Meetings and monthly Manager Meetings. Provides work direction, training and guidance and acts as a resource to support/clerical staff. Reviews correspondence and contract documents for accuracy and conformity to policies and procedures and signing authorities. Locates/extracts and consolidates information required in reports and correspondence. Undertakes research/analysis and prepares reports on the various issues/findings. Organizes and maintains Directors' filing system. Prepares/processes documents and handles issues of a confidential/sensitive nature. Acts as Divisional liaison when dealing with Councillors and Division Heads. Handles enquiries regarding operational policies/practices, general public and stakeholder enquiries/concerns and deals with FOI requests in accordance with the City’s FOI protocols. Assists in the preparation of briefs, presentation/meeting materials. Develops and maintains linkages and contacts with staff, Councillors, and other levels of Government, ABCDs, the public, and private institutions that have regular contact with Directors. Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives. Ensure that reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines. Identifies items for the Directors that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to Director. Monitors and reviews committee and council agendas, flagging items of divisional impact and identifies these issues and initiates responses. Makes recommendation of new/modified administrative functions and their implementation. Follows up on Decisions of Council to ensure recommendations are adhered to. Provides follow-up to assignments given to management staff; provides status reports to the Directors. Assist in Budget information compilation of data for forecasting and co-ordination between sections/units. Monitors/maintains and balances petty cash fund, purchasing records, invoices and items requiring Directors’ signature. Maintains records related to budget administration. Arranges business travel including conference registration, accommodation and cash advances. Reviews accuracy of expense claims Organizes and maintains policy and procedure manuals. Operates computers utilizing and manipulating a variety of software packages. Reviews, prioritizes, distributes and/or responds to Directors mail, e-mails and enquiries as appropriate. Manages the Directors’ schedule; e.g. arranges business travel including conference registration, accommodations, schedules interviews, general meetings. Maintains various staffing records, such as attendance register, establishment lists, requests for staff, EOCR's and individual employee files, on behalf of Directors. Orders/maintains and oversees the purchase/lease regarding the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors. Key Qualifications: Your application must describe your qualifications as they relate to: Extensive experience performing administrative duties for a senior manager and divisional teams. Considerable experience utilizing a variety of software programs including Microsoft Word, Outlook, Excel, PowerPoint, Access, and Time and Attendance systems (e.g. SAP and E-time/Kronos, among others). Experience in preparing and formatting reports, correspondence and documents for public meetings. Experience creating presentations, drafting letters and memos and ability to organize, anticipate issues, and perform work with little supervision. Experience with filing systems and the management of large volumes of information both hard copy and electronic. You must also have: Independent judgement and discretion in dealing with confidential business proposals and information as well as staff matters such as performance reviews and salary increments. Ability to utilize systems relevant to supporting the division such as E-time. Ability to take minutes of committee proceedings, to reply to committee questions on the wording of motions and to prepare final minutes of a meeting. Knowledge of City and Divisional policies and procedures, municipal government operations, council and committee proceedings. Excellent interpersonal skills with the ability to communicate effectively, with politicians, business executives, senior managers and staff. NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES: City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal. 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 .