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Senior Administrative Coordinator

2 months ago

Toronto, Ontario, Canada City of Toronto Full time
Job Summary

We are seeking a highly skilled and experienced Administrative Support Specialist to join our team at the City of Toronto. This is a challenging and rewarding role that requires a high level of administrative expertise, strong communication skills, and the ability to work in a fast-paced environment.

Key Responsibilities
  • Provide senior-level administrative support to senior management, including handling a broad range of administrative matters, standard office practices, and procedures.
  • Prepare and draft standard correspondence and reports, edit the layout and formatting of complex reports, presentations, correspondence, charts, and tables, and statements to senior and executive management.
  • Coordinate meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration, and take/transcribe minutes and follow-up as necessary.
  • Manage assigned PCard, including making authorized purchases in accordance with corporate policies and guidelines.
  • Monitor, track, and report attendance management.
  • Maintain a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure, and major activities to provide effective administrative assistance.
Requirements
  • Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices, and procedures.
  • Extensive experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts, and tables, and statements to senior and executive management.
  • Considerable experience preparing agendas, taking minutes at meetings, and identifying items for follow-up, in coordination with other admin staff.
  • Experience annotating and/or summarizing complex data, reports, briefing notes, and/or committee/council reports.
  • Proficient in the use of Microsoft Office Applications, managing databases, and an aptitude for learning new technologies/systems.
  • Knowledge of financial management software such as SAP is an asset.
  • Knowledge of municipal operations, including but not limited to, council proceedings, corporate protocols, established committees functions, both internal and special interest groups, and current political issues.
  • Strong analytical and problem-solving skills in combination with the ability to perform duties under minimal supervision in a politically sensitive environment, using sound judgment and discretion, including handling of confidential materials and information.
  • Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced environment.
  • 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 deal with conflicting priorities and work demands.
  • Highly developed interpersonal skills with the ability to deliver excellent customer service at all levels and with external partners and stakeholders.
  • Excellent communication skills, both orally and in writing.
  • Must be resourceful, adaptable, and possess a high degree of initiative.
  • Ability to provide work direction to other support staff.
  • Ability to research and prepare information in a timely manner.
  • Ability to work beyond normal business hours and flexible hours, including weekends and evenings when necessary.
  • Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.