Administrative Assistant 2

City of Toronto • Union, NJ

2d • Onsite

About The Position

As an Administrative Assistant 2 in People & Equity Division, you will gain exposure to multiple areas of human resources, by providing essential administrative support to a leadership team and coordinating various initiatives across multiple teams. Your ability to multi-task, maintain complex schedules, manage logistics for a large team, while delivering excellent customer service, will set you up for success in this position. By joining our team, you will work in the culture that emphasizes continuous learning and collaboration and champions equity, diversity, and respectful workplaces.

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 ability to 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, and 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.

Nice To Haves

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

Responsibilities

• Provide comprehensive administrative support to a large and dynamic team within the People & Equity Division.
• Coordinate a wide range of operational activities, including onboarding and offboarding employees, ordering equipment and supplies, tracking budgets and expenditures, and supporting 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 to ensure effective and responsive support across the organization.
• Contribute to special projects and initiatives as required.
• Manage complex calendars, coordinate meetings, events, and business activities, and oversee logistical arrangements for divisional operations.
• Organize schedules and meetings for senior leaders, ensuring that competing priorities are managed effectively and that all required materials, resources, and arrangements are in place.
• Monitor requests and follow-up activities to ensure commitments are addressed and deadlines are consistently met.
• Serve as a key point of contact for staff, elected officials, external agencies, government representatives, and members of the public.
• Screen, review, and prioritize incoming telephone calls, emails, correspondence, and inquiries, exercising sound judgment in directing matters to the appropriate individuals.
• Respond to inquiries and complaints using knowledge of organizational procedures, policies, and regulations, ensuring prompt, professional, and customer-focused service.
• Build and maintain effective working relationships and facilitate the exchange of information at all organizational levels.
• Prepare, draft, edit, and process a variety of correspondence, reports, presentations, statistical summaries, briefing materials, and other documentation.
• Assess and analyze information to support the preparation of documents and reports, ensuring accuracy, completeness, and adherence to corporate standards.
• Review materials prior to approval or signature, verify conformity with policies and procedures, and resolve outstanding issues to ensure high-quality deliverables.
• Coordinate the preparation and organization of briefing materials, background information, Council documentation, committee reports, and other sensitive records.
• Prepare and format materials related to confidential, employment, and labour relations matters, ensuring information is handled appropriately and in accordance with established protocols.
• Support decision-making by providing organized and accurate documentation for review and approval.
• Coordinate meetings and maintain accurate records of discussions and decisions.
• Take, transcribe, and maintain confidential minutes related to labour relations matters and other sensitive issues.
• Exercise discretion and professionalism when handling confidential information and ensure records are maintained and distributed in accordance with organizational requirements.
• Support the administration of unit budgets by monitoring expenditures, maintaining financial records, processing business-related expenses, and assisting with budget tracking activities.
• Contribute to the preparation of reports and summaries that support operational planning, financial accountability, and decision-making.
• Monitor the status of requests, assignments, and administrative processes to ensure timely completion and compliance with established standards.
• Identify and resolve discrepancies, maintain accurate records, and support the efficient coordination of work across the division.
• Contribute to the effective delivery of administrative services and operational excellence through strong organizational skills and attention to detail.

Benefits

• The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.
• 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.

What This Job Offers

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