Administrative assistant 1
City of Toronto’s Corporate Real Estate Management Division is inviting applications from suitable candidates for the position of Administrative assistant 1. City of Toronto’s Corporate Real Estate Management Division manages the city’s real estate portfolio. It provides services such as property acquisition, development, leasing, and maintenance. The division ensures efficient use of assets while supporting city operations and public services. It focuses on sustainable practices and long-term urban planning. It contributes to Toronto’s growth and development in the real estate market. The candidates selected for the vacancy will be required to start the work as soon as possible.
Also hiring: Fur cutter
Job Description:
Employer Name: City of Toronto
Division: Corporate Real Estate Management
Position: Administrative assistant 1
No of Vacancies: 1
Salary: $72588.00 – $92853.00 yearly
Employment Type: Full time/Temporary
Affiliation: Non-Union
Job Category: Administrative
Location: Toronto, ON
Shift: 35 hours per week, Monday to Friday
Job ID: 50923
Requirements:
Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have extensive experience in providing administrative assistance to a Senior Executive
Physical Requirements:
- The candidates should have a strong ability to handle confidential information appropriately, with discretion and diplomacy
- The candidates should have the ability to use initiative and exercise judgment in identifying issues needing immediate attention and in identifying additional information needed to facilitate decision making
- The candidates should have the ability to prioritize multiple tasks and manage interruptions, assess situations to determine the importance, urgency, and risks, and make clear decisions which are timely and in the best interests of the organization
Other Requirements:
- The candidates should have some experience directly related to the specific duties and responsibilities mentioned above
- The candidates should have extensive experience communicating and problem solving both orally and in writing, with senior government officials, media, and all levels of staff, including Councillors
- The candidates should have considerable experience using Microsoft Office Suite Microsoft Word, Excel, PowerPoint, Outlook, SharePoint) and the ability to utilize other software packages relevant to supporting the division’s core requirements
- The candidates should have considerable knowledge of municipal operations, including but not limited to Council proceedings, corporate protocols, and established Committee functions
- The candidates should have considerable experience conducting research, gathering information, drafting, proofreading, editing, and formatting complex reports, correspondence, charts, tables, and statements for senior management, Council, and Committees and experience understanding and analyzing financial reports
- The candidates should have the ability to understand and act on issues related to Real Estate agreements, including processes related to due diligence, liability, environmental, and legal matters
- The candidates should have the ability to deliver excellent customer service at all levels and with external partners, demonstrating a flexible and willing ‘can do’ attitude
- The candidates should have excellent organizational and time management skills, including attention to detail, the ability to set priorities, meet deadlines, and deal with conflicting priorities and work demands
- The candidates should be familiar with the use of social media, including Twitter and Facebook
- The candidates should have a strong command of grammar and writing skills for proofreading and editing purposes
Responsibilities:
- The candidates should be able to provide senior-level administrative support to multiple Directors, offering advice and guidance on key initiatives and policies while managing their schedules, including client events and business-related activities
- The candidates should be able to tactically and effectively prioritize issues and workloads, ensuring timely decision-making by the Directors and organizing their daily schedules, including handling urgent requests from the Mayor’s office, City Councillors, and senior staff
- The candidates should be able to represent the Directors in a professional manner in both written and verbal communications, both internally and externally, ensuring a confident and polished image and coordinate the daily administrative operations, provide work direction, training, and guidance to staff, and support the implementation of secretarial and administrative standards within operational units
- The candidates should be able to respond to initial calls and correspondence from clients and staff, ensuring the collection of data and referring matters for appropriate action and resolve issues from upset or concerned clients, providing initial responses and ensuring their concerns are addressed promptly
- The candidates should be able to prepare and process confidential documents related to labor relations, including disciplinary actions, grievances, and arbitrations, and may take minutes at grievance hearings and ensure the efficient and correct preparation and processing of documents in accordance with relevant policies, regulations, statutes, and by-laws, and maintain high standards of proofreading and formatting
- The candidates should be able to monitor reports required for committees and council meetings, ensuring deadlines are met and flagging items that will impact operations and maintain up-to-date manuals, such as Council and corporate administrative policies and guidelines
- The candidates should be able to participate in the development of communication strategies, prepare and coordinate communications materials, including newsletters, bulletins, and flyers, coordinate labor disruption plans and handle inquiries or provide guidance to staff, the Mayor’s office, Councillors, clients, the public, the media, agencies, union representatives, and other levels of government
- The candidates should be able to perform independent administrative tasks, including preparation, research, reconciliation, and coordination of various documentation and processes requiring specialized knowledge and administer, prepare, and process documents, routine reports, and statistical summaries with considerable judgment in interpreting and applying regulations and practices
- The candidates should be able to operate computers and utilize desktop applications and corporate systems for various administrative tasks, including preparing presentation materials and represent the Division and Directors at various meetings and events, as appropriate, and may review applications from the public or handle special projects
- The candidates should be able to coordinate meetings, special events, workshops, grievances, labor-management meetings, and other administrative activities, including preparing materials, taking minutes, and following up on necessary actions and maintain petty cash, track and report attendance, and maintain an awareness of corporate and departmental administrative systems to provide effective assistance
How to apply:
If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume) through the below-mentioned details.
We thank all the applicants for showing their interest and trust in us, however, only the most eligible candidates will be selected and conducted for further procedure directly from employers, in between no charges/fees or original documents will be asked from any applicant. All the best!