ADMINISTRATIVE ASSISTANT TO DIRECTOR

City of Toronto•Toronto, ON

8d•CA$38 - CA$42•Hybrid

About The Position

This is a full-time, temporary (12 months) position for an Administrative Assistant to a Director within the Environment, Climate & Forestry division, specifically the Urban Forestry Operations section. The role is based at the Etobicoke Civic Centre and operates on a hybrid work model. The position involves performing specialized and senior-level administrative tasks, including project oversight, communication with internal and external parties, issue identification and response, document preparation, meeting coordination, and providing work direction to support staff. The incumbent will also handle confidential information, act as a divisional liaison, manage inquiries, assist with budget compilation, and arrange business travel.

Requirements

Extensive experience performing administrative duties for a senior manager and divisional teams.
Considerable experience utilizing a variety of software programs including Microsoft Word, Outlook, Excel, PowerPoint, Access, and Time and Attendance systems (e.g. SAP and E-time/Kronos, among others).
Experience in preparing and formatting reports, correspondence and documents for public meetings.
Experience creating presentations, drafting letters and memos and ability to organize, anticipate issues, and perform work with little supervision.
Experience with filing systems and the management of large volumes of information both hard copy and electronic.
Independent judgement and discretion in dealing with confidential business proposals and information as well as staff matters such as performance reviews and salary increments.
Ability to utilize systems relevant to supporting the division such as E-time.
Ability to take minutes of committee proceedings, to reply to committee questions on the wording of motions and to prepare final minutes of a meeting.
Knowledge of City and Divisional policies and procedures, municipal government operations, council and committee proceedings.
Excellent interpersonal skills with the ability to communicate effectively, with politicians, business executives, senior managers and staff.

Responsibilities

Performs specialized and senior level administrative tasks; including preparation, investigation, research, review, and the overseeing of projects.
Communicates with various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Directors.
Identifies, screens/prioritizes issues and initiates responses on behalf of the Directors.
Prepares and composes documents, summaries and reports.
Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to Directors on followed-up action items.
Coordinates special events, workshops; coordinates meetings and schedules, and adjusts work plan to meet unscheduled events; organizes/coordinates and attends quarterly Management Team Meetings and monthly Manager Meetings.
Provides work direction, training and guidance and acts as a resource to support/clerical staff.
Reviews correspondence and contract documents for accuracy and conformity to policies and procedures and signing authorities.
Locates/extracts and consolidates information required in reports and correspondence.
Undertakes research/analysis and prepares reports on the various issues/findings.
Organizes and maintains Directors' filing system.
Prepares/processes documents and handles issues of a confidential/sensitive nature.
Acts as Divisional liaison when dealing with Councillors and Division Heads.
Handles enquiries regarding operational policies/practices, general public and stakeholder enquiries/concerns and deals with FOI requests in accordance with the City’s FOI protocols.
Assists in the preparation of briefs, presentation/meeting materials.
Develops and maintains linkages and contacts with staff, Councillors, and other levels of Government, ABCDs, the public, and private institutions that have regular contact with Directors.
Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives.
Ensure that reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines.
Identifies items for the Directors that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to Director.
Monitors and reviews committee and council agendas, flagging items of divisional impact and identifies these issues and initiates responses.
Makes recommendation of new/modified administrative functions and their implementation.
Follows up on Decisions of Council to ensure recommendations are adhered to.
Provides follow-up to assignments given to management staff; provides status reports to the Directors.
Assist in Budget information compilation of data for forecasting and co-ordination between sections/units.
Monitors/maintains and balances petty cash fund, purchasing records, invoices and items requiring Directors’ signature.
Maintains records related to budget administration.
Arranges business travel including conference registration, accommodation and cash advances.
Reviews accuracy of expense claims.
Organizes and maintains policy and procedure manuals.
Operates computers utilizing and manipulating a variety of software packages.
Reviews, prioritizes, distributes and/or responds to Directors mail, e-mails and enquiries as appropriate.
Manages the Directors’ schedule; e.g. arranges business travel including conference registration, accommodations, schedules interviews, general meetings.
Maintains various staffing records, such as attendance register, establishment lists, requests for staff, EOCR's and individual employee files, on behalf of Directors.
Orders/maintains and oversees the purchase/lease regarding the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors.