ADMINISTRATIVE ASSISTANT 2

Job ID: 61509

Division & Section: Toronto Building, Various

Work Location: Etobicoke Civic Centre, North York Civic Centre, City Hall, and Scarborough Civic Centre

Job Type & Duration: Permanent

Salary Range: $64,529.00 - $91,111.00, TX0003, Wage Grade AOS2

Shift Information: Monday to Friday, 35 Hours Per Week

Affiliation: Non-Union
Number of Positions Open: 4

Posting Period: 22-OCT-2026 – 5-NOV-2026

Job Summary:

In the role of Administrative Assistant 2, you will perform a variety of administrative and program support functions for one of four sections within the Toronto Building Division. Your well-developed administrative skills will help drive exceptional service delivery while contributing to a positive, equitable, and inclusive workplace culture that supports the Division's mission and objectives.

Major Responsibilities:

Provides direct support to the Director & Deputy Chief Building Official by coordinating a wide range of administrative activities essential to the effective operation of the unit.

Provides administrative assistance to senior management as needed and may be responsible for training, mentoring, and assigning work to staff as required.

Works with confidential materials from other senior leadership teams and exercises independent judgment and discretion in dealing with highly confidential operational matters.

Works collaboratively with other administrative staff as a team and provides back-up support in each other's absence.

Prepares and processes documents of a confidential nature related to employee and labour relations, recruitment, internal investigations, fraud and waste hotline, contingency planning and payroll and budget matters.

Prepares and formats presentation materials, ensuring a high level of accuracy through detailed layout, formatting, and design.

Conducts research, handles information from confidential investigations and retrieves and consolidates information from various sources.

Handles scheduling of appointments and ensures appropriate information is provided to the Director & Deputy Chief Building Official and other senior management.

Coordinates sectional meetings, including special events and workshops, schedules grievances, labour-management meetings, preparation of conference registration materials, etc.

Prepares agendas, takes/transcribes minutes and follow-up, taking action when necessary and handling confidential documents and reports.

Prepares and processes various documents/statistical summaries and reports requiring the assessment and analysis of data.

Drafts, composes and types correspondence, letters and memoranda, and routes or answers correspondence.

Screens, reviews and edits documents for accuracy and conformity with regulations, divisional policies and procedures, and corrects/resolves outstanding or incorrect items prior to the Director & Deputy Chief Building Official or other levels of management’s signature.

Operates office equipment and computers utilizing a variety of desktop applications and corporate systems.

Responds to enquiries and complaints from senior staff, the public, elected officials, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.

Screens, reviews and prioritizes incoming correspondence and initiates responses on matters not requiring the personal attention of the Director & Deputy Chief Building Official or other levels of management.

Ensures that the tracking and following up of requests is maintained and deadlines are met.

Coordinates and maintains an efficient and effective record and retrieval system for the office in accordance with the Corporate Record Management guidelines.

Orders and maintains an inventory of office supplies and equipment.

Assists with budget administration for the unit.

Maintains continuous awareness of municipal matters, divisional administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.

Prepares, formats and organizes Council & Committee materials (including confidential and employee and labour relation items), background, and briefing notes prior to signature.

Key Qualifications: 

Considerable experience in providing administrative support duties to senior management, handling a broad range of administrative matters, standard office practices and procedures; including but not limited to maintaining schedules, planning and organizing appointments, meetings, interviews and special events.

Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, and tables which are free of grammatical and typographical errors.

Considerable experience in using a variety of software packages and databases including advanced knowledge of Microsoft Office 365 (i.e. Microsoft Word, PowerPoint, Excel and Outlook), to prepare presentations, correspondence, statistical reports and charts related to organizing, analyzing and reporting accurate data.

Experience with taking minutes at meetings, required follow-up and tracking of action items and handling confidential and complex documents, reports and information for senior management.

Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters with senior management.

Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, with elected officials, members of the public, external agencies and all organizational levels.

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.

Strong analytical, research and problem-solving skills.

Ability to work independently and effectively with minimal supervision, prioritizing work schedule and completing assigned duties within timelines.

Must be resourceful, adaptable, and possess political acumen and discretion.

Must be flexible to work long hours during peak periods, including weekends and evenings as required.

Note To Current City of Toronto Employees 

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). 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. Learn more about the City’s Hiring Policies and Accommodation Process.