Job Description

Job ID: 66229

Job Category: Administrative

Division & Section: People & Equity, Office of the Chief People Officer

Work Location: Metro Hall, 55 John Street, Toronto, ON.

Job Type & Duration: Full-time, Permanent Vacancy

Salary Range: $64,529.00 - $91,111.00, TX0003, Wage Grade AOS2

Shift Information: Monday to Friday, 35 hours per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 24-Sep-2026 to 08-Oct-2026

Job Summary

As an Administrative Assistant 2 in People & Equity Division, you will gain exposure to multiple areas of human resources, by providing essential administrative support to a leadership team and coordinating various initiatives across multiple teams. Your ability to multi-task, maintain complex schedules, manage logistics for a large team, while delivering excellent customer service, will set you up for success in this position.

By joining our team, you will work in the culture that emphasizes continuous learning and collaboration and champions equity, diversity, and respectful workplaces.

The Administrative Assistant 2 will provide administrative support and expertise in the following areas:

Administrative Operations & Team Support

You provide comprehensive administrative support to a large and dynamic team within the People & Equity Division. You coordinate a wide range of operational activities, including onboarding and offboarding employees, ordering equipment and supplies, tracking budgets and expenditures, and supporting the day-to-day administrative needs of the Employee Relations Division and the Office of the Chief People Officer. You maintain awareness of divisional projects, priorities, systems, and procedures to ensure effective and responsive support across the organization. You also contribute to special projects and initiatives as required.

Executive Coordination, Scheduling & Logistics

You manage complex calendars, coordinate meetings, events, and business activities, and oversee logistical arrangements for divisional operations. You organize schedules and meetings for senior leaders, ensuring that competing priorities are managed effectively and that all required materials, resources, and arrangements are in place. You monitor requests and follow-up activities to ensure commitments are addressed and deadlines are consistently met.

Communications, Client Service & Stakeholder Relations

You serve as a key point of contact for staff, elected officials, external agencies, government representatives, and members of the public. You screen, review, and prioritize incoming telephone calls, emails, correspondence, and inquiries, exercising sound judgment in directing matters to the appropriate individuals. You respond to inquiries and complaints using your knowledge of organizational procedures, policies, and regulations, ensuring prompt, professional, and customer-focused service. You build and maintain effective working relationships and facilitate the exchange of information at all organizational levels.

Records Management, Correspondence & Document Preparation

You prepare, draft, edit, and process a variety of correspondence, reports, presentations, statistical summaries, briefing materials, and other documentation. You assess and analyze information to support the preparation of documents and reports, ensuring accuracy, completeness, and adherence to corporate standards. You review materials prior to approval or signature, verify conformity with policies and procedures, and resolve outstanding issues to ensure high-quality deliverables.

Briefings, Council Support & Confidential Documentation

You coordinate the preparation and organization of briefing materials, background information, Council documentation, committee reports, and other sensitive records. You prepare and format materials related to confidential, employment, and labour relations matters, ensuring information is handled appropriately and in accordance with established protocols. You support decision-making by providing organized and accurate documentation for review and approval.

Meeting Management & Confidential Information Handling

You coordinate meetings and maintain accurate records of discussions and decisions. This includes taking, transcribing, and maintaining confidential minutes related to labour relations matters and other sensitive issues. You exercise discretion and professionalism when handling confidential information and ensure records are maintained and distributed in accordance with organizational requirements.

Financial Administration & Reporting Support

You support the administration of unit budgets by monitoring expenditures, maintaining financial records, processing business-related expenses, and assisting with budget tracking activities. You contribute to the preparation of reports and summaries that support operational planning, financial accountability, and decision-making.

Quality Assurance & Process Coordination

You monitor the status of requests, assignments, and administrative processes to ensure timely completion and compliance with established standards. You identify and resolve discrepancies, maintain accurate records, and support the efficient coordination of work across the division. Through strong organizational skills and attention to detail, you contribute to the effective delivery of administrative services and operational excellence.

Key Qualifications

1. Considerable experience performing administrative support duties to senior management, handling a broad range of administrative matters and coordination.
2. Experience in providing administrative support with complement management and overseeing administration of budget
3. Experience preparing confidential materials and information for management, with proven ability to handle sensitive issues and ability to exercise independent judgment.
4. Considerable experience utilizing a variety of software packages, including advanced proficiency of Microsoft Office Suite (e.g. Co-Pilot, Word, Excel and Outlook or equivalent) to prepare correspondence, and create charts related to organizing, formatting, editing, and analyzing content.
5. Highly developed interpersonal skills and customer service with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, with members of the public and external agencies.
6. 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. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines, while being resourceful and adaptable, with a high degree of common sense and initiative.
7. Post-secondary education in Human Resources, Labour Relations or a Business Administrative related discipline is considered an asset but not a requirement.

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.

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. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.