Executive assistant
City of Toronto’s Office of the Controller Division is inviting applications from suitable candidates for the position of Executive assistant. City of Toronto’s Office of the Controller Division manages the city’s financial operations. It provides budget planning, accounting, and financial reporting services. The division ensures transparency and compliance with financial regulations. It supports the city’s strategic goals and maintains financial health. Its work facilitates informed decision-making and sustainable financial practices. The candidates selected for the vacancy will be required to start the work as soon as possible.
Job Description:
Employer Name: City of Toronto
Division: Office of the Controller
Position: Executive assistant
No of Vacancies: 1
Salary: $78429.00 – $102021.00 yearly
Employment Type: Full time/Permanent
Affiliation: Non-Union
Job Category: Adminstrative
Location: Toronto, ON
Shift: 35 hours per week, Monday to Friday, evenings and weekends
Job ID: 49516
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 considerable experience in the relevant field
Physical Requirements:
- The candidates should have the ability to exercise independent judgment and discretion while dealing with highly confidential operational matters
- The candidates should have the ability to work independently under minimal supervision and ability to work evenings and weekends
- The candidates should have the ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces
- The candidates should have the ability to be flexible, adaptable, resourceful to changing needs, take initiative, and find innovative solutions
- The candidates should have the ability to provide work direction to other administrative office support staff
Other Requirements:
- The candidates should have extensive experience providing administrative support to a Senior Executive, handling a broad range of administrative matters, and standard office practices and procedures
- The candidates should have extensive experience preparing, editing, and formatting complex reports, correspondence, charts, tables, presentations, and statements
- The candidates should have extensive experience scheduling meetings, managing calendars and events, taking minutes at meetings, and identifying items for follow-up
- The candidates should have considerable experience working with confidential materials or information for senior management staff
- The candidates should be proficient in the use of Microsoft Office Applications, managing databases, and have an aptitude for learning new technologies or systems and of financial management software such as SAP and strong verbal and written communication skills
- The candidates should have highly developed interpersonal skills with the ability to deliver excellent customer service and build and maintain relationships at all levels and with external partners and stakeholders
- The candidates should have excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines, assess situations to determine importance, urgency, and risks, and make clear decisions or handle conflicting priorities and work demands
- The candidates should have knowledge of financial reporting, budget analysis and process, and the ability to assist with the interpretation of financial data and documents
- The candidates should have knowledge of municipal operations, including council proceedings, corporate protocols, established Committees functions, both internal and special interest groups, and current political issues
- The candidates should have strong analytical and proactive problem-solving skills and the ability to research and gather information in a timely fashion
Responsibilities:
- The candidates should be able to provide senior-level administrative support, advice, and guidance to the Executive Director, Finance Shared Services, and the senior management team on key divisional and corporate initiatives, policies, and procedures. They should anticipate and initiate appropriate actions on incoming issues and oversee the Executive Director’s emails, incoming mail, and phone inquiries, reviewing and directing the processing of correspondence, initiating responses on matters not requiring the executive’s personal attention, and briefing the executive on issues requiring their attention in a timely, accurate, and comprehensive manner and project manage, facilitate, and expedite a range of time-sensitive tasks on behalf of the Executive Director’s office
- The candidates should be able to act as the primary contact for the Executive Director’s office, handling and responding to inquiries and requests from all levels of staff, other government agencies, elected officials, the media, and members of the public regarding the operating policies and practices of Finance Shared Services and ensure the timely dissemination of all incoming information to appropriate divisions for action, monitor the progress of required actions on behalf of the Executive Director, and coordinate outgoing responses
- The candidates should be able to manage the Executive Director’s schedule, arranging interviews, business travel, and meetings, including telephone conferencing with external contacts, while organizing the daily schedule and prioritizing urgent requests from the Mayor’s office, city councillors, the City Manager’s office, and divisional staff and coordinate the daily administrative operation of the office by organizing workload priorities, providing administrative direction to other divisions, and effectively organizing and distributing information for projects, requests, or report requirements. They may also supervise or provide work direction and training to support clerical services
- The candidates should be able to prepare and process correspondence (including confidential material such as investigation notes, budget submissions, grievances, letters of discipline, and strike contingency planning), reports, statistical statements, presentations, and minutes and ensure the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation, ensuring conformity with regulations, statutes, by-laws, agreements, policies, and procedures, applying layout and formatting guidelines, and proofreading material
- The candidates should be able to monitor all key Finance Shared Services reports required for committees and council, ensuring deadlines are met for signature, approval, tabling, and briefing. They should review and analyze council and standing committee agendas and reports, identifying and flagging items impacting Finance Shared Services operations and initiating necessary actions and follow-ups
- The candidates should be able to handle and perform customer service functions such as investigating, analyzing, resolving problems, and diffusing contentious situations associated with clients or customers of the Finance Shared Services Office, including the Mayor’s office, councillors’ offices, community agencies, and the general public
- The candidates should be able to maintain effective working relations with divisional management staff and officials outside the division with whom Finance Shared Services conducts regular business and maintain continuous awareness of corporate and divisional administrative systems and procedures, organizational structure, and major activities to provide effective administrative assistance
- The candidates should be able to ensure all documents, including correspondence, reports, purchase orders, and financial authorization forms submitted for the Executive Director’s signature, are in conformance with signing authorities, complete, in the correct format, and have the necessary prerequisite authorizations or sign-offs completed
- The candidates should be able to maintain records and compile Finance Shared Services reports in accordance with corporate operating procedures, compile special reports from available records, and research information from other areas and perform highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, and coordination of various documentation and processes
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!