ADMINISTRATIVE ASSISTANT 2

City of Toronto • Toronto, ON

4d • Hybrid

About The Position

This is an exciting time to join Fleet Services Division. The successful candidate will support multiple teams within the division, via the General Manager's Office. Our work ranges from Operations of garages, Ferry operations and services, procurement and asset management, business intelligence and safety and advancing the city fleet’s sustainability and transformation initiatives. The AA team manages relationships with a variety of internal and external stakeholders, and works closely with the wider Corporate Services team, other Administrative Assistants and staff within the CMO and the Deputy City Managers' Offices (DCMOs). This is a collaborative team environment that works to deliver on all aspects of the Fleet operation.

Requirements

• Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
• Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, as well as deal with conflicting priorities and work demands in a fast-paced environment.
• Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, correspondence, charts, tables, and statements to Council and/or Committees.
• Considerable experience preparing agendas, taking minutes at meetings, and identifying items for follow up.
• Considerable experience working with confidential materials and/or information.
• Considerable experience with a variety of software packages including Microsoft 365, Word, Excel, PowerPoint, Outlook, SharePoint and virtual meeting technologies.
• Excellent communication skills, both verbal and written. A strong command of grammar and writing skills for the purpose of proof-reading and editing.
• Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels of the organization, members of Council, and external partners and stakeholders.
• Strong analytical and problem-solving skills.
• Ability to work independently, in a politically sensitive environment, using sound judgement.
• Ability to support Toronto Public Service values to ensure a culture that champions equity, diversity, and respectable workplaces.

Nice To Haves

• Experience with Salesforce and WordPress is an asset.
• Knowledge of government/public sector operations and asset.

Responsibilities

• Performs varied administrative duties and clerical functions to support the operation of the overall division.
• Exercises caution and discretion with reports, correspondence, labour matters, personnel and other confidential information. Prepares correspondence including that of a confidential nature, such as disciplinary letters or letters of offer.
• Schedules appointments, books virtual or in-person meeting space and ensures participants have all required information.
• Coordinates meetings, events and schedules. Takes/transcribes notes and follows up on information requests as required.
• Conducts research and retrieves and stores information on various issues, including in databases and record management systems.
• Screens, reviews and prioritizes incoming hardcopy and electronic mail, processes correspondence, and initiates, tracks, and provides initial response.
• Maintains tracking and following up of requests and ensures deadlines are met.
• Liaises with and supports the exchange of information with all levels of staff, elected officials, Accountability Officers, public appointees and the public.
• Prepares and processes various documents, summaries and reports requiring the compilation of information, assessment of policies and analysis of data. Drafts correspondence, composes and prepares letters and memos and routes or answers correspondence.
• Checks work, including draft reports, presentations, memos, briefing notes and correspondence for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
• Operates various office equipment and computers using a variety of desktop applications and corporate systems. Prepares presentation materials ensuring detailed layout, formatting and accuracy.
• Coordinates and maintains complex record/retrieval system. Maintains supplies and inventories.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government applying in-depth knowledge of procedures, regulations, criteria, etc., records detailed messages, and tracks follow up.
• Actively participate and lead various Divisional activities such as Divisional Newsletter, Events, and various Divisional committees, such as Social Committee.
• Maintains continuous awareness of municipal matters, divisional administrative systems and procedures, organization structures in the division, and major activities to provide effective administrative assistance.

What This Job Offers

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