ADMINISTRATIVE ASSISTANT 2

City of Toronto • Toronto, ON

3d • CA$64,529 - CA$83,652 • Onsite

About The Position

Reporting to senior leaders within the Technology Services Division, this role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced, dynamic environment and takes pride in keeping things running smoothly behind the scenes. As an Administrative Assistant 2, you will be a trusted partner to your assigned Executive, providing proactive, personalized support to help manage competing priorities, shifting schedules, and day-to-day operations with professionalism and discretion. You are someone who enjoys bringing structure to complexity, anticipating needs before they arise, and ensuring nothing falls through the cracks. In this role, you’ll coordinate meetings and logistics, support event planning, and develop polished presentations and materials that enable effective communication and decision-making. You are comfortable navigating change, juggling multiple priorities, and maintaining a high level of accuracy and responsiveness in everything you do. This is an excellent opportunity for someone who is agile, solutions-oriented, and motivated by supporting leadership in delivering impactful work. By enabling strong coordination, effective communication, and seamless executive support, you will play a key role in helping the Technology Services Division deliver on its priorities. Your work will contribute to more efficient operations, better alignment across teams, and ultimately support how the City delivers accessible, reliable, and forward-looking services to residents.

Requirements

• Post-secondary education in Business Administration or a similar related discipline, or the approved equivalent combination of education and/or experience.
• Considerable experience in providing administrative assistance to senior management handling a broad range of administrative matters including complex calendar management, and triaging responses to emails.
• Experience utilizing Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook); SAP (SuccessFactors); and ServiceNow.
• Experience working with and preparing, complex reports, correspondence, and documents for management.
• Experience taking minutes and handling confidential materials/information.
• Experience with electronic filing systems, records retention policies & practices.
• 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 in combination with the ability to handle sensitive issues using strong political acumen.
• Ability to research and compile data in a timely fashion.
• Ability to provide work direction to other support staff.
• Excellent verbal & written communication skills.
• Ability to work both independently and in a team environment to coordinate work assignments.

Responsibilities

• Provide comprehensive administrative and operational support to senior leadership, ensuring the smooth and efficient functioning of the unit.
• Manage complex calendars, organize meetings and events, and ensure leaders are well-prepared with the information and materials they need to make informed decisions.
• Manage the flow of information by screening, prioritizing, and responding to correspondence, tracking requests, and ensuring deadlines are met.
• Handle sensitive and confidential information with a high level of discretion and professionalism.
• Draft and prepare a range of materials, including correspondence, reports, briefing notes, and presentations.
• Conduct background research, gather and investigate information on a variety of issues, and analyze and compile data to support decision-making.
• Ensure all documentation is accurate, complete, and aligned with relevant policies, procedures, and standards.
• Contribute to the preparation and coordination of Council and Committee materials, including confidential and labour relations content.
• Liaise with a wide range of stakeholders, including staff at all levels, elected officials, external partners, and members of the public, responding to inquiries and facilitating effective communication.
• Help maintain organized record management systems, oversee workflow tracking, and support day-to-day office operations, including supplies and inventory.
• Assist with financial administration activities such as budget tracking and petty cash.
• Contribute to a collaborative team environment by providing guidance and support to administrative staff where required.
• Maintain awareness of municipal priorities, divisional structures, and administrative processes to ensure effective and informed support.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree