Administrative Assistant 2

About the Role

Join the City of Toronto's Fire Services Communication, Technology & Organizational Performance Section as an Administrative Assistant 2. This permanent, full-time opportunity involves providing critical administrative and coordination support to the Deputy Fire Chief and associated teams, contributing to a productive and inclusive workplace environment. The role is based at Fire & Paramedic HQ & EMS Station 53, located at 4330 Dufferin Street.

Key Responsibilities

• Carry out diverse administrative, coordination, and project monitoring tasks to support Fire Services team operations.
• Manage sensitive personnel and confidential information with discretion and care.
• Coordinate intricate calendars involving multiple team members; organize meetings with invitations and follow-ups.
• Provide frequent updates on high-volume projects, ensuring timely and layered reporting.
• Track action items proactively, identifying and addressing any gaps promptly.
• Oversee workflow within the unit, ensuring compliance with relevant policies and deadlines.
• Communicate effectively across all staff levels, elected officials, and the public.
• Prepare and analyze reports, statistical summaries, draft correspondence, and other documentation.
• Review work for accuracy and compliance, resolving any discrepancies before approval.
• Operate office equipment and software applications to prepare detailed presentations and documents.
• Manage complex filing and record-keeping systems, and maintain office supplies and inventories.
• Address inquiries and complaints received from senior staff, public, agencies, and government bodies with expert knowledge of policies.
• Organize meetings and events, including taking and transcribing minutes.
• Stay informed on municipal matters and ensure effective administrative support aligned with department procedures and organizational structure.
• Prepare and assemble Council materials, including confidential files, background notes, briefing documents, and formatted Committee reports.

Required Qualifications

• Extensive experience providing administrative support to senior or executive management, handling a broad range of duties and office practices.
• Proven ability in coordinating projects with daily, weekly, and monthly updates.
• Experience managing complex reports and confidential materials, demonstrating independent judgment and discretion.
• Proficient use of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Copilot, Teams) for correspondence, presentations, data analysis, and reporting.
• Ability to track budgets and identify possible variances.
• Skill in preparing, drafting, editing, and formatting correspondence, reports, charts, tables, presentations, and Council & Committee reports.
• Experience with emergency services, municipal government procedures, project management, or data analysis is an advantage.
• Strong interpersonal and customer service skills, with effective written and oral communication at all organizational levels, including political stakeholders and public representatives.
• Excellent organizational skills, attention to detail, and capability to prioritize and meet deadlines in a demanding environment.
• Analytical and problem-solving skills, including handling sensitive issues confidently.
• Ability to work autonomously under pressure in a team setting, managing multiple competing priorities.
• Resourcefulness, flexibility, adaptability, strong common sense, and initiative.
• Willingness to work extended hours during peak periods, including occasional weekends and evenings.

Additional Information

• Job ID: 65743
• Category: Administrative
• Division: Fire Services, Fire Services Communication, Technology, and Organizational Performance
• Location: Fire & Paramedic HQ & EMS Station 53, 4330 Dufferin Street, Toronto, Ontario
• Work Schedule: Monday to Friday, 35 hours per week
• Employment Type: Full-time, Permanent
• Salary Range: $64,529 to $91,111 annually
• Affiliation: Non-Union
• Vacancies: 1
• Posting Period: July 22, 2026 to August 12, 2026

Equity, Diversity, and Inclusion

The City of Toronto is committed to fostering a workplace culture of inclusivity and equity that mirrors the diverse community it serves.

Accommodation

We uphold accessible and barrier-free employment practices in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Candidates requiring accommodations during the recruitment process are encouraged to communicate their needs so appropriate measures can be arranged.