Administrative Assistant 1

City of Toronto•Union, NJ

16h•Onsite

About The Position

The Administrative Assistant 1 provides confidential administrative and executive support to the Chief Engineer & Executive Director of Engineering & Construction Services. The position coordinates daily operations, manages competing priorities, and facilitates communication with internal and external stakeholders. It requires sound judgment, discretion, strong organizational skills, and a proactive approach in a fast-paced environment. The City of Toronto's Engineering and Construction Services Division provides engineering, design, and construction support to internal partners and external stakeholders. Its work includes the design, rehabilitation, and construction of roads, bridges, and other major infrastructure. The role provides senior-level administrative support and guidance, manages correspondence and executive schedules, coordinates Council-related reports and materials, and handles confidential records and labour-relations documents. It also supports divisional communications, records management, meetings, events, issue follow-up, and administrative processes.

Requirements

Extensive experience providing administrative support to senior management or an executive team and handling a broad range of administrative matters and standard office practices and procedures.
Considerable experience preparing, reviewing, and editing complex reports, correspondence, charts, tables, and statements for senior management.
Considerable experience with calendar management, meeting and event scheduling, minute-taking, and follow-up activities.
Extensive experience using Microsoft Word, Excel, PowerPoint, and Outlook, as well as a variety of software packages.
Ability to handle confidential and sensitive information with discretion and sound judgment, including managing confidential documents and records in accordance with policies, procedures, and privacy requirements.
Excellent organizational and time-management skills, attention to detail, and ability to prioritize, meet deadlines, and manage competing work demands.
Excellent communication, interpersonal, analytical, and problem-solving skills to deal effectively with staff at all levels and the public.
Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced, complex executive office.
Highly developed customer-service and interpersonal skills, including the ability to interact appropriately with staff, councillors, media, members of the public, and external agencies.
Ability to perform duties under minimal supervision using sound judgment and discretion.
Ability to gather, analyze, and consolidate information from various sources in a timely manner.
Resourcefulness, adaptability, and a high degree of initiative.
Ability to work beyond normal business hours and on weekends when necessary.

Responsibilities

Provide senior-level administrative support, advice, and guidance on initiatives and policies.
Review and direct incoming correspondence and phone calls, and initiate responses.
Manage appointments and daily activities, and arrange meetings and business travel.
Organize schedules around urgent requests from the Mayor's Office, councillors, the Chief Administrative Officer, and department staff.
Coordinate daily administrative operations and organize workload priorities.
Provide work direction, training, and guidance to support staff; act as a resource to them.
Coordinate the development and implementation of divisional secretarial and administrative standards and procedures.
Direct and train clerical support services on divisional processes and procedures as needed.
Receive calls and correspondence, provide initial responses and collect initial data, and refer matters for appropriate action.
Respond to and help resolve concerns raised by upset clients seeking redress.
Prepare and process confidential labour-relations documents, and attend and take minutes at grievance hearings as needed.
Ensure documents are prepared and processed correctly and efficiently in accordance with policies and legislation; check conformity with regulations, statutes, by-laws, agreements, policies, and procedures.
Apply and check layout and formatting guidelines, and proofread materials.
Manage and track correspondence, inquiries, and escalated issues for the Executive Director; coordinate timely responses and follow-up with divisional staff and senior leadership.
Coordinate the review, approval, and submission of reports, briefing materials, and supporting documents for Standing Committees, Community Councils, and City Council.
Monitor Council and committee agendas, decisions, and related materials for matters affecting divisional priorities; track follow-up and coordinate briefing and response materials.
Organize and maintain manuals covering Council and corporate administrative policies and guidelines.
Participate in developing communication strategies and prepare and coordinate divisional communications materials, including newsletters, bulletins, and flyers.
Coordinate labour-disruption plans and maintain the records-management system.
Handle, prioritize, redirect, or respond to inquiries from staff, elected officials, clients, the public, media, agencies, union representatives, and other levels of government, using knowledge of corporate policies, regulations, and protocols.
Perform independent specialized administrative tasks involving preparation, research, investigation, review, reconciliation, control, and coordination of documents and processes.
Administer, prepare, process, and compose documents and reports, including statistical summaries, using judgment to interpret regulations and practices.
Prepare complex calculations and analyze data; monitor expenses and help compile forecasting and budgeting data.
Prepare correspondence and presentation materials; use desktop applications and corporate systems.
Attend meetings, events, and hearings, and act as the unit representative.
Review public applications and handle special projects as needed.
Coordinate meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, conference-material printing, and registration.
Take or transcribe minutes and follow up on resulting actions.
Maintain petty cash and monitor, track, and report on attendance management.
Maintain awareness of corporate and departmental administrative systems, procedures, organizational structure, and major activities to provide effective administrative assistance.