Administrative Assistant I - Full-Time (Temporary)

Administrative
Technology Services, Office of the Chief Technology Officer, Enterprise Services & Operations and Technology Standardization Delivery
Metro Hall, 55 John St., Job Type & Duration: Full-time, Temporary (12 months) Vacancy
Shift Information: Monday to Friday, 35 hours per week
Posting Period: 14-Apr-2026 to 28-Apr-2026

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. 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. 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.

Executive & Operational SupportYou will provide comprehensive administrative and operational support to senior leadership, ensuring the smooth and efficient functioning of the unit. Acting as a central point of coordination, you will manage complex calendars, organize meetings and events, and ensure leaders are well-prepared with the information and materials they need to make informed decisions.

Information Management & CoordinationYou will play a key role in managing the flow of information by screening, prioritizing, and responding to correspondence, tracking requests, and ensuring deadlines are met. You will draft and prepare a range of materials, including correspondence, reports, briefing notes, and presentations. You will conduct background research, gather and investigate information on a variety of issues, and analyze and compile data to support decision-making. You will ensure all documentation is accurate, complete, and aligned with relevant policies, procedures, and standards.

Council & Stakeholder SupportYou will contribute to the preparation and coordination of Council and Committee materials, including confidential and labour relations content. You will 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.

Office Operations & Financial AdministrationYou will help maintain organized record management systems, oversee workflow tracking, and support day-to-day office operations, including supplies and inventory. You will also assist with financial administration activities such as budget tracking and petty cash.

Team Support & Continuous AwarenessYou will contribute to a collaborative team environment by providing guidance and support to administrative staff where required. You will maintain awareness of municipal priorities, divisional structures, and administrative processes to ensure effective and informed support.

Your application for the role of Administrative Assistant 2 should describe your qualifications as they relate to:

• 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.
• Ability to research and compile data in a timely fashion.
• 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.

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.