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Administrative Assistant

4 months ago

Toronto, Canada Toronto Public Library Full time

Provides administrative and operational support for the Director, Human Resources and the Director,
Communications, Programming and Customer Engagement (CPCE). The position also provides some
support for the management teams and overall operations of the two divisions.

**DUTIES**:
Provides administrative assistance to the Director, HR and the Director, CPCE, in the performance of
senior management functions, including the preparation of correspondence, formatting of reports
and presentation materials.

Schedules appointments and meetings and assists the Director in preparing for such commitments.
Establishes and maintains effective office and divisional routines, including maintenance of labour

relations material.
Handles inquiries and requests that may be of highly confidential and sensitive nature from all

levels of staff, other government agencies, elected officials or members of the public.
Reviews and directs the processing of correspondence; may initiate responses on matters not

requiring the direct attention of the Director.
Maintains a continuous awareness of departmental administrative systems and procedures,

organization structures in the division and major activities in order to provide effective
administrative assistance to the Director.

Locates, extracts, consolidates and distributes information required in reports and correspondence.
Maintains effective working relations with divisional management staff and officials outside the

division with whom the Directors conduct business.
Maintains unit records related to time and attendance, budget administration, purchase orders,

materials and supplies and provides related support to the Director as required.
Handles material of a highly confidential and sensitive nature, including preparing responses to

labour relations issues as per instructions from the Director.

**QUALIFICATIONS**:
Extensive experience performing administrative support duties, preferably supporting executives
Experience utilizing a variety of software packages, including Microsoft Office suite. Ability to use

MS-Excel and MS-Powerpoint to prepare charts and presentations.
Experience formatting complex reports, correspondence and statements
Demonstrated ability to exercise independent judgement and discretion when dealing with highly

confidential matters including labour relations material and employee records.
Good interpersonal skills with the ability to communicate effectively, both orally and in writing, at all

organizational levels
Strong organizational, analytical and problem solving skills in combination with the ability to

perform tasks with mínimal supervision

**SALARY**: $66,607.00 to $83,216.00 (July 1, 2023 Rate, Wage Grade 4.5)***

**APPLY NOW
**people/people of colour, women, Indigenous people, people with disabilities, and 2SLGBTQ+ people.

Upon request, accommodation will be provided for persons with disabilities through all stages of the
recruitment and selection process.

If you are invited to participate in the assessment process and require accommodations for the
assessment, we ask that you provide your accommodation request as soon as reasonably possible. All
accommodation requests are confidential.

Toronto Public Library does not ask for a credit card, banking information, or social insurance number