Administrative assistant
The City of Toronto’s People & Equity Service Hub department based in Toronto, ON is inviting applications from suitable candidates for the position of Administrative assistant. The City of Toronto’s People & Equity Service Hub department is committed to fostering an inclusive and diverse work environment. The department role is to promotes fairness, diversity, and inclusion within the city’s workforce. With a focus on employee well-being and equity practices, the People & Equity Service Hub contributes to creating a positive and supportive workplace culture across various municipal functions. The candidates selected for the vacancy will be required to start the work as soon as possible.
Job Description:
Employer Name: City of Toronto
Department: People & Equity, Service Hub
Position: Administrative assistant
No of Vacancies: 1
Salary: $62,480.00 to $75,087.00 yearly, TX0003 and wage grade 4
Affiliation: Non-Union
Employment Type: Full time/Temporary
Location: Toronto, ON, Canada
Work Location: Metro Hall,55 John Street
Shifts: 35 hours weekly
Job Id: 40847
Requirements:
Languages: Candidates must have knowledge of the English Language
Education: Candidates should have Post-secondary education in Human Resources or a Business Administrative related discipline and/or the equivalent combination of education and/or experience
Experience: Candidates should have experience performing administrative support duties to senior management, handling a broad range of administrative matters and coordination
Physical Requirements:
- The candidates should demonstrate experience in managing logistics for a team, including onboarding/offboarding staff, managing and tracking contracts, and overseeing the administration of the budget
- The candidates should exhibit excellent organizational and time management skills, including attention to detail, and the ability to set priorities, meet deadlines, and handle conflicting priorities and work demands
- The candidates should demonstrate the ability to work independently and effectively with minimal supervision, prioritize work schedules, complete assigned duties within timelines, and be resourceful and adaptable, with a high degree of common sense and initiative
Other Requirements:
- The candidates should have experience in preparing confidential materials and information for management, with a proven ability to handle sensitive issues and exercise independent judgment
- The candidates should possess considerable experience in utilizing a variety of software packages, including advanced proficiency in the Microsoft Office Suite (i.e., Word, Excel, and Outlook or equivalent) to prepare correspondence and create charts related to organizing, formatting, editing, and analyzing content
- The candidates should have 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, with members of the public, and external agencies
Responsibilities:
- The candidates should be able to manage administrative tasks associated with the operations of a large team, including ordering equipment, onboarding and offboarding, and tracking budgets and expenditures
- The candidates should be able to Handle and schedule meetings, business-related expenses, events, activities, and schedules for the Director, Service Hub, as well as the Service Hub leadership team
- The candidates should be able to screen, review, and prioritize incoming phone calls, emails, and mail, process correspondence, and direct them to appropriate staff. Additionally, the candidates should assist the Service Hub leadership team in monitoring and flagging hot issues for standing Committees and City Council
- The candidates should be able to ensure the tracking and following up of requests are maintained, and deadlines are met, prepare and process various presentations, documents/statistical summaries/reports requiring the assessment and analysis of data
- The candidates should be able to draft correspondence, compose and type letters and memoranda, and route or answer correspondence and prepare and organize materials prior to sign off, checking work for accuracy and conformity with regulations, policies, and procedures
- The candidates should be able to help in coordination of the development and preparation of summary notes and briefing materials for the Director of Service Hub, including taking/transcribing confidential minutes and respond to inquiries and complaints from senior staff, the public, agencies, and other levels of government
- The candidates should be able to Take/transcribe confidential minutes related to Labour relations and other matters as required, maintaining awareness of other projects and initiatives within the People & Equity Division, administrative systems, and procedures to provide effective administrative assistance, and providing support in handling special projects
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!