Job Description

Job ID: 36160

• Job Category: Administrative
• Division & Section: Toronto Emergency Management, TEM Planning, Operations & Logistics
• Work Location: 703 Don Mills Road
• Job Type & Duration: Temporary, Full-time (24 months) Vacancy
• Salary: $62,480 - $75,087 annually
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 05-Sep-2023 to 19-Sep-2023

Please note: Candidates who previously applied to this job posting #36160 will not be reconsidered.

Are you a motivated, positive and adaptable team player with a diverse administrative skillset? Do you thrive in a fast-paced environment working on high profile issues and projects? The Toronto Emergency Management (TEM) team is looking for an action-oriented administrative professional to join our team.

The City of Toronto is co-hosting the 2026 FIFA World Cup in summer 2026, and this is an exciting opportunity to be a part of emergency management planning for this historic event. Reporting to the Manager, TEM, the Administrative Assistant 2 will play a key supporting role to the TEM team in the preparation for, and delivery of, the 2026 FIFA World Cup event.

This position will also support the TEM team with special events in the City while working collaboratively with departmental and divisional representatives from partner divisions and agencies.

Major Responsibilities:

• Performs varied administrative duties and clerical functions in connection with the operation of the TEM team. May provide work direction and training to assigned staff.
• Exercises caution and discretion with personnel and other confidential information. Types correspondence, including that of a confidential nature.
• Handles scheduling of appointments and ensures that the appropriate information is provided.
• Conducts background research and retrieves information on various issues.
• Screens, reviews, and prioritizes incoming mail, processes correspondence, and initiates response.
• 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.
• Assists with budget administration for the unit. Administers petty cash.
• 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 in order to provide effective administrative assistance.
• Prepares and organizes Council materials (including confidential matters), background, and briefing notes. Formats Committee reports 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.

• Considerable experience drafting meeting agendas, preparing meeting materials, taking minutes at meetings, and coordinating related meeting follow-up activities.
• 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. Word, PowerPoint, Excel) and GroupWise, etc., to prepare correspondence, presentations, create statistical reports and charts related to organizing, analyzing and reporting data.
• 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 and Committees.
• Administrative experience with emergency services, municipal government business procedures, or related work environments would be an asset.
• Ability to create content and maintain the unit\'s website and serve as the primary contact for inquiries that originate from the website.
• 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.

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 .

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. . Learn more about the City\'s .

City of Toronto