Administrative Assistant 2 - City of Toronto, Toronto

About the Role

The City of Toronto is seeking a highly organised and detail-oriented Administrative Assistant 2 to join its Fire Services team. This permanent, full-time opportunity within the Fire Services Communication, Technology & Organizational Performance Section offers a chance to develop your career supporting the Deputy Fire Chief, Technology, Communications and Organizational Performance. You will apply your strong administrative and coordination skills to deliver top-quality service, contributing to a positive and inclusive team environment while actively supporting the mission and goals of Toronto Fire Services. This role involves diverse administrative and project coordination functions.

• Performs varied administration, coordination and project tracking duties in connection with the operation of the Fire Services team.
• Exercises caution and discretion with personnel and other confidential information.
• Handles coordination of complex calendars under multiple teams and team members; responsible for issuing invites, securing meetings and follow-up.
• Daily/weekly and monthly updates of high-volume project work with multiple layers of updates.
• Tracking action items and providing proactive updates where gaps may go unnoticed.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Monitors and controls the workflow of the unit, ensuring adherence to relevant policies.
• Liaises with and exchanges information with all levels of staff, elected officials and the public.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data. Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.
• Checks work for accuracy and conformity with regulations, policies and procedures, and corrects/resolves outstanding/incorrect items prior to signature.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.
• Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.
• Coordinates meetings, events and schedules. Takes/transcribes minutes as required.
• Maintains continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the division, and major activities to provide effective administrative assistance.
• Prepares and organizes Council materials (including confidential matters), background, and briefing notes. Formats Committee reports prior to signature.

Qualifications

To excel in this Administrative Assistant 2 role with the City of Toronto, candidates should possess a robust background in administrative support and project coordination, demonstrating a keen eye for detail and the ability to manage confidential information. The ideal candidate will have extensive experience with office practices and a strong aptitude for using various software packages, including those for creating reports and correspondence.

• Considerable experience providing administrative support duties to senior or executive management, handling a broad range of administrative matters, standard office practices and procedures.
• Considerable experience coordinating project work with layers of updates on a daily/weekly and monthly basis.
• Experience working with complex documents/reports, and confidential materials/information for senior management and ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
• Experience using a variety of software packages including Microsoft Office Suite (e.g. Outlook, Word, PowerPoint, Excel, Copilot and Teams) to prepare correspondence, presentations, create statistical reports and charts related to organizing, analysing and reporting data.
• Experience tracking budgets and flagging potential budget variances.
• Experience in the preparation and drafting of standard correspondence, reports, including editing the layout and formatting of complex reports, correspondence, charts, tables, presentations and reports to Council & Committees.
• Administrative experience with emergency services, municipal government business procedures, project management or data analysis environments or related work environments would be an asset.
• Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external agencies in an efficient, discreet and diplomatic manner.
• 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 and problem-solving skills with proven ability to handle sensitive issues.
• Ability to work independently and effectively with minimal supervision in a high pressure, high volume, team environment, prioritizing work schedule, and complete assigned duties within timelines.
• Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
• Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings as required.

Your Impact

As an Administrative Assistant 2 within Toronto Fire Services, your contributions will be vital to the smooth operation of the team. You will ensure efficient workflow, timely completion of requests, and accurate handling of sensitive information, directly supporting the Deputy Fire Chief. Your proactive approach to tracking project updates and managing correspondence will significantly enhance the team's ability to achieve its objectives, reinforcing the City's commitment to public safety and effective administrative services. Your role is crucial in maintaining the high standards of communication and organisational performance within Fire Services.

Workplace Culture & Accessibility

The City of Toronto is dedicated to fostering an inclusive and accessible workplace. As an equal opportunity employer, the City strives to create a culture that reflects the diverse residents it serves. The organisation is committed to providing barrier-free 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, the City will work with you to meet your needs. Disability-related accommodation during the application process is available upon request.