ADMINISTRATIVE ASSISTANT 1

City of Toronto • Toronto, ON

1d • CA$74,781 - CA$99,947 • Onsite

About The Position

Established in 2024, the Development Review Division brings together multidisciplinary expertise to deliver a coordinated development approvals process that supports sustainable growth and livable communities.
The Administrative Assistant 1 for Development Review Division will report to the Executive Director, Development Review and will play a critical role on the team providing senior level administrative support, advice and guidance on key initiatives, policies, and organization within the Division.

Requirements

• Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
• Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables, and statements to senior and executive management.
• Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow up.
• Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
• Experience annotating and/or summarizing complex data, reports, briefing notes and/or committee/council reports.
• Strong analytical and problem-solving skills in combination with the ability to perform duties under minimal supervision in a politically sensitive environment, using sound judgement and discretion including handling of confidential materials and information.
• Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
• Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, assess situations to determine importance, urgency and risks, and make clear decisions or deal with conflicting priorities and work demands.
• Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.
• Excellent communication skills, both orally and in writing.
• Must be resourceful, adaptable and possess a high degree of initiative.
• Ability to provide work direction to other support staff.
• Ability to research and prepare information in a timely manner.
• Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.

Nice To Haves

• Experience in municipal operations that may also include but not limited to knowledge of legislation, bylaws and policies related to municipal operations is an asset.
• Lived experience as a member of a Black, Indigenous, or other equity-deserving group is an asset.

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 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.

Benefits

• The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.
• Disability-related accommodation during the application process is available upon request.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed