Full-Time, Permanent Administrative Assistant

Administrative
Deputy City Manager DGS Office
Job Type & Duration: Full-time, Permanent Vacancy
Shift Information: Monday to Friday, 35 hours per week
Posting Period: 18-MAR-2026 to 01-APR-2026

Toronto is home to more than 3 million people whose diversity and experiences make this great city Canada’s leading economic engine and one of the world’s most diverse and livable cities. As the fourth largest city in North America, Toronto is a global leader in technology, finance, film, music, culture, and innovation, and consistently places at the top of international rankings due to investments championed by its government, residents, and businesses. In a workplace where growth is fostered and diversity is celebrated, a team of approximately 42,000 employees is the driving force behind the City of Toronto’s ability to provide programs and services to residents, businesses, and visitors to this community.

We value integrity, reliability, and fairness, and we embrace the diversity of the people we work with and serve.

If so, consider one of these exceptional permanent, full-time opportunities with the City of Toronto's Office of the Deputy City Manager, Development & Growth Services (D&GS).

As an Administrative Assistant 1 you will work in a senior-management environment where your executive-level administrative skills will be relied upon daily to deliver top quality support in a fast-paced and complex municipal government setting. Your excellent communication skills, combined with your customer service focus, diplomacy and tact, will ensure you are a valued member of the team that is responsible for the provision of centralized administrative support to the Office of the Deputy City Manager, D&GS.

Your primary responsibilities as an Administrative Assistant will focus on providing support to senior leadership on key corporate initiatives, governance, Council/Committee agenda management and protocol, as well as the interpretation or application of corporate/service area policies and procedures. In doing so, you will assist with the day-to-day management, operations and coordination of complex projects and programs in the Office of the Deputy City Manager, D&GS.

Office Administration

• Provides senior level administrative support to the Deputy City Manager’s Office, including reviewing and directing correspondence and calls, initiating responses, and applying sound judgement on priorities and required actions.
• Manages complex scheduling and logistics, including daily calendars, meetings, appointments, business travel, event coordination, and ensuring priorities are recognized and accommodated.
• Coordinates and supports the daily administrative operations of the office, organizing workload priorities, providing work direction and training to support staff, and serving as a resource on administrative practices.
• Handles, triages, and redirects inquiries from staff, elected officials, external partners, media, agencies, and the public, using specialized knowledge of corporate policies, regulations, and protocols.
• Ensures accurate preparation, formatting, and processing of documents, maintaining compliance with by-laws, statutes, agreements, and corporate policies, and proofreading both own and others’ materials.
• Performs specialized administrative tasks and record management, including research, review, reconciliation, preparation of reports and materials, and coordination of documentation for various office processes.
• Maintains confidentiality and oversees the coordination of meetings, special events, workshops, labour management meetings, grievances, and staff participation in conferences.
• Prepares agendas, records and transcribes minutes, and follows up on action items to support divisional and corporate decision-making.
• Uses and maintains a range of desktop applications and corporate systems, preparing presentations and other materials, and ensuring manuals, guidelines, and policy resources are organized and kept up to date.
• Monitors administrative processes, develops or updates office procedures and standards, maintains awareness of City operations and policies, attends meetings as required, and promotes excellent customer service.

Human Resources and Financial Management

• Checks and ensures the preparation of the recruitment and organizational change documents are in accordance with Corporate and service area policies.
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitration, letters of discipline, contingency planning, position termination, restructuring and downsizing initiatives.
• Manages petty cash, and coordinates the submission of petty cash reimbursements, supplier payments and other administrative matters for the office.
• Communications and Issues Management
• Receives and provides initial responses including initial data collection related to telephone calls, email and correspondence from the general public and staff and refers for appropriate action.
• Responds to, and helps resolve, issues raised by staff, internal and external stakeholders, and the public.
• Receives Fraud and Waste, Ombudsman, Auditor General, Internal Audit and other matters on behalf of the Office and refers to the appropriate Section or Unit for Action. Coordinates tier one responses to enquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, the media, senior City staff and the public.
• Prepares and co-ordinates communication material within the Division, including newsletters, bulletins, notices and flyers.
• Council and Committee Agenda Management
• Maintains awareness of municipal matters while acting with discretion on all confidential matters.

Prepares complex calculations and analysis of data. Monitors expenses and participates in compiling data for forecasting and budgeting. Coordinates all reports and administrative information, monthly work plan updates and corporate responsibilities including Human Resources, Health and Safety and prepares the documentation to meet legislative requirements in alignment with established policies and procedures.
~Develops, operates and maintains an effective record/retrieval system for the office.

Considerable experience providing senior-level administrative support, handling confidential materials/information, and applying standard office practices and procedures within a complex environment.

• Considerable experience planning and organizing appointments, meetings, conferences, and special events in a fast-paced environment, including minute-taking and identifying follow-up items.
• Considerable experience preparing and drafting correspondence and reports, editing layouts and formatting of complex documents, presentations, charts, and tables, and annotating or summarizing complex data, briefing notes, and Council/Committee reports.
• Extensive experience utilizing a variety of software packages such as Microsoft Word, Excel, PowerPoint, Outlook, and corporate systems.
• Strong analytical and problem‑solving skills, with the ability to research, interpret, and apply policies, data, and regulations to support decision-making.
• Excellent organizational and time‑management abilities, with demonstrated skill prioritizing multiple tasks, managing interruptions, meeting deadlines, and working effectively with minimal supervision in a fast-paced environment.
• Considerable knowledge of municipal operations, including Council proceedings, governance processes, and Freedom of Information requirements.
• Ability to provide work direction to other support staff, contribute to administrative standards, and assist in improving office procedures.
• Highly developed customer service and interpersonal skills, with the ability to deliver excellent service to staff, elected officials, external partners, and the public.
• Excellent communication skills, both oral and written, with a strong command of grammar and demonstrated ability in proofreading and editing.
• Flexibility, resourcefulness, and initiative, with the ability to work beyond normal business hours when required and support Toronto Public Service values of equity, diversity, and respectful workplaces.

We are committed to building a high-performing public service with strong and effective leaders to enable service excellence, through high engagement and healthy and safe workplace.

• A strong benefits package which includes competitive salaries, vacation and other unique offerings.
• We offer an excellent defined benefit pension plan bringing added value to our overall compensation package through OMERS.
• Opportunities to join and take an active role with City’s Communities of Inclusions comprised of employees who share a common identity, lived experience and/or set of interest and support each other’s professional development, sense of belonging and promote a culture of inclusion.

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.