Administrative Coordinator

Position Details:

Current Rate of Pay: Min = $37.60/hr, Max = $43.57/hr

Employment type: Permanent

Hours of work: 35 hrs/week

Work location: Head Office

Division: Corporate Services

Business unit: Corporate Services

Travel: 10%

Hybrid Work: Yes

Existing Vacancy: Yes

About TRCA:

With more than 60 years of experience, Toronto and Region Conservation Authority (TRCA) is one of 36 Conservation Authorities in Ontario, created to safeguard and enhance the health and well-being of watershed communities through the protection and restoration of the natural environment and the ecological services the environment provides.

TRCA is considered the provincial leader in conserving, restoring, and managing natural resources to advance safe and sustainable development. Also, TRCA was recently recognized as a Greater Toronto's Top Employer for 2025 and a Canada's Greenest Employer for 2025.

To apply to this posting, click on the "Apply" icon. Please submit your resume and cover letter in one file (PDF or Word) and upload using only the 'Resume' feature within the application prior to 11:59 pm on January 9, 2026.

How you will contribute as part of the TRCA team:

The Administrative Coordinator is responsible for providing complex and confidential administrative and operational support to a senior level role within TRCA, including issues management, communications, budgeting, analytical and research duties and special projects.

Major Responsibilities:

• Provides confidential and complex administrative support to the head of a division and their respective team
• Provides high level administrative support to the Director and divisional staff, ensuring a high degree of quality assurance and professionalism, including preparation of sensitive and critical correspondence, presentation material, and communications at a high-level ensuring professionalism and quality controls are adhered to
• Coordinates, manages and prepares the Director's schedule and travel, prioritizing and managing day to day activities, meetings, guests, calendaring, emails, phone calls, commitments, appointments etc.
• Reviews and directs calls and correspondence on behalf of the Director and Division and handles inquiries and requests from internal and external stakeholders, municipalities, agencies and the general public
• Managing information flow in a timely and accurate manner, acting as the gate keeper of the divisional leads' appointments and priorities; ensuring sensitive information is handled in a confidential and secure manner
• Establishes a divisional administrative protocols and record/file management system, maintaining divisional leads records and files in an organized and efficient way
• Manages the divisional budget, and monitors, reviews, and approves standard expenditures to ensure the activities of the office are conducted within established budgets. Manages the variance analysis related to expenditures and budget and ensures monthly reconciliation
• Actively pursues effective and efficient operations of their respective areas, implementing administrative standards that align organization wide, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet service delivery commitments and standards
• Coordinates and manages special projects, team meetings and events with focused attention to detail
• Provides reception relief and support

What will you need to succeed:

Education (degree/diploma/certifications/licenses)

• Post-secondary diploma or degree in Legal Administration or related field

Experience

• 3+ years of experience providing administrative support, project support, clerical support or record keeping and familiarity with general office coordination and providing specialized support to individuals/leaders.
• Experience providing direct support to senior level staff (Director+ or Legal Counsel) and supporting Board/Committees needs
• Experience in providing legal administrative support to an in-house legal department or a law firm

Knowledge/Skill/Ability - Competencies

• Able to comprehend written documentation and procedural guidelines; skilled in writing clear correspondence (concise, logical, grammatically correct)
• Ability to communicate effectively with tact and courtesy
• Ability to use critical thinking to evaluate problems, gather information, understand causes, and identify the best possible solutions
• Able to self-manage workload and prioritize tasks as an ongoing challenge in a frequently fluctuating workload and multiple deadlines
• Excellent organization skills; both in-office and virtual files/share office spaces
• Ability to handle support of a division; strong teamwork and relationship-building skills to work with a Demonstrated ability to exercise discretion and judgment when handling confidential, sensitive and/or controversial information
• Proficiency in MS Office suite including online software such as MS teams, WebEx, and SharePoint

What TRCA has to offer you:

As part of a progressive team you will have the opportunity to make a positive impact to preserving and protecting nature, while maintaining a balance between the natural environment and built environment. Working with experts within our field, you will join a team of colleagues that are committed to TRCA's core values by demonstrating the following behaviours; integrity, collaboration, accountability, respect, and excellence (icare).

You will be part of a diverse and inclusive organization that:

• Makes a positive difference in the communities we serve.
• Fosters high performance and collaborative teams.
• Provides continuous learning and development opportunities.
• Offers a comprehensive compensation and benefits program (including Defined Benefit Pension Plan – OMERS/OTPP).
• Pregnancy & Parental Leave Top-Up Program.
• Provides unique TRCA Perks.
• Provides flexible work arrangements.
• Offers potential for career growth and advancement.

While the Toronto and Region Conservation Authority (TRCA) thanks all applicants for their interest, only those under consideration will be contacted for interviews. Please be advised that successful incumbent(s) may be required to undergo a vulnerable sector screening and/or driver's abstract check as a part of the final step in the hiring process.

TRCA is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive workplace. Our goal is to attract, develop and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and TRCA Policies, accommodation will be provided at any point throughout the hiring process, provided the candidate makes their accommodation needs known to the TRCA. We welcome applications from all qualified persons.

Personal information you provide through the TRCA recruitment, selection, and onboarding process is collected under the authority of the Conservation Authorities Act, R.S.O. 1990, c. C.27. Collection of this personal information is necessary for the proper administration of this recruitment process for employment and volunteer positions with TRCA. Personal information is protected from disclosure pursuant to the Municipal Freedom of Information and Protection of Privacy Act. Any questions regarding this collection activity should be directed to the Manager of Records and Information, 5 Shoreham Drive, Toronto, ON, M3N 1S4,