Administrative Assistant I - Full-Time (Temporary)

Administrative
Social Development, Finance & Admin, Business Support
Job Type & Duration: Full-time temporary (6-months) vacancy
Shift Information: Monday to Friday, 35 hours per week
Posting Period:16-Mar-2026 to 23-Mar-2026

The Administrative Assistant is responsible for day-to-day operations of the Business Support unit in the Social Development division. A proactive problem solver and point of contact that ensures seamless delivery and liaison between the Business Support unit and stakeholders, supporting performance delivery and tracking of various administrative work streams.

Provides executive level administrative support in the day-to-day Business Support unit operations and related support to other units within the Division as required.

• Provides support to the AA1, Office of the Executive Director and performs back-up duties in their absence.
• Works as a team member with the Business Support Unit to effectively coordinate administrative duties and provides direction as required.
• Coordinates meetings (including WebEx virtual meetings) in consultation with senior staff from the Executive Director’s office.
• Prepares agendas, takes/transcribes minutes and takes follow-up action when necessary.
• Coordinates the computer inventory for all net new hires and acts as the central point of contact for all Technology Services policies and practices.
• Coordinates all Adobe annual licence renewals and is the point of contact for all Adobe licence policies and procedures.
• Understands the Purchasing policies, Ariba platform & RPGS system to effectively purchase for the Executive Director’s Office.
• Prepares professional presentation material utilizing detailed layout and formatting.
• Drafts correspondence, composes and types letters and memoranda and routes emails to appropriate staff.
• Screens, checks work and financial signing documents for accuracy and conformity with divisional policies and procedures and resolves outstanding items prior to the Executive Director’s signature.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems.
• Assists with the handling of general inquiries, complaints and requests from all levels of staff, other government agencies, media, elected officials or members of the public and resolves customer service issues.
• Coordinates with Information Management Lead to maintain an efficient and effective record/retrieval system for the office in accordance with the Corporate Record Management guidelines.
• Orders and maintains an inventory of office supplies and equipment for the Director’s Office.
• Provides support in handing special projects as required.

Considerable experience in providing administrative assistance to senior management handling a broad range of administrative matters including complex calendar management, ad-hoc IT troubleshooting and resolution, and triaging responses to emails from members of the public, Council and senior leadership.

• Considerableexperience utilizing a variety of software packages including Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook), purchasing platforms (e.g. Experience working with and preparing, complex reports, correspondence and documents for Council/Committee and senior management staff.
• Experience taking minutes and handling confidential materials/information for senior level management.
• Experience with electronic filing systems, records retention policies & practices.

Excellent organizational and time management skills including attention to detail, ability to set priorities, meet deadlines, and deal with conflicting priorities and work demands.

• Ability to research and compile data in a timely fashion.
• Ability to provide work direction to other support staff.
• 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.