Coordinator Administration / Executive Assistant

Overview

The City of Windsor is hiring a Coordinator, Administration / Executive Assistant for Transit Windsor. This temporary full-time non-union role supports the Executive Director in a busy, confidential administrative environment. Windsor offers a collaborative public-sector workplace, competitive benefits, and a community-focused setting in Southwestern Ontario.

Job details: Posting number 2026-0216, internal and external posting, department Transit Windsor, job code NTW006, grade/class NU08, one position available, pay range of $78,921.36 to $95,929.84 per year.

Posting window: Friday, June 19, 2026 at 8:30 a.m. to Thursday, June 25, 2026 at 4:30 p.m.

Responsibilities

• Handle confidential reports, correspondence, and communications for regular and in-camera council agendas, standing committees, and updates in Agenda.NET and LiveLink.
• Review and process CAO and CAOP reports before submission for approval.
• Keep in contact with other municipalities and public and private organizations to collect and share information as needed.
• Receive, record, track, and route confidential grievance submissions, and coordinate grievance hearing schedules.
• Support timely information flow by following up on tasks, processing travel and business expense claims, and keeping organized files.
• Enter budget information and monitor variances with the Executive Director.
• Coordinate facility work orders and maintain logs for departmental equipment.
• Research topics and prepare reports for the Executive Director, ensuring all supporting material is complete and well organized.
• Assist with communication planning by scheduling, organizing, and tracking deadlines and project milestones.
• Maintain follow-up records and updates for department contracts and time-sensitive memos, reports, and other information.
• Screen incoming phone calls and route them to appropriate management staff when required.
• Take minutes at meetings chaired by the Executive Director and maintain a strong follow-up system.
• Receive, log, and distribute health and safety complaint forms; prepare and circulate meeting packages; and act as recording secretary for the committee.
• Provide administrative backup when the Senior Manager, Administration & Customer Experience is absent.
• Carry out Occupational Health & Safety duties in line with the corporation’s health and safety program.
• Complete any other related duties as assigned.

Requirements

• A post-secondary college diploma in Office/Business, Human Resources, Public Administration, or a related field, or equivalent education approved by the Ontario Ministry of Education.
• At least 2 years of senior administrative experience in a computerized office setting.
• Working knowledge of Microsoft Word, Excel, SharePoint, and Outlook.
• Ability to travel promptly to off-site locations when needed.
• If a vehicle is used for travel, a current, valid, lawful driver’s licence and a driver’s abstract are required as a condition of employment.
• Experience with PeopleSoft HRMS and/or Financials.
• Self-driven and comfortable working as part of a team.
• Strong organization skills and the ability to manage multiple priorities.
• Tact, professionalism, and strong public relations skills.
• Ability to work with minimal supervision.
• Knowledge of the Occupational Health and Safety Act and related regulations, along with awareness of workplace hazards.
• Experience in corporate human resources, payroll in a multi-union environment, and financial systems is an asset.
• PowerPoint experience is an asset.
• Ability to lift up to 30 lbs may be required.

Additional information

This role is classified as sedentary based on the physical demands analysis.

The City of Windsor is an equal opportunity employer committed to building a workplace that reflects the diversity of the community it serves.

The office environment is smoke-free and scent-safe.

Personal information is collected under the authority of the Municipal Act, c. 25, as amended, and will be used to assess employment eligibility.

Under the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, accommodations are available throughout recruitment, selection, and assessment. Candidates requiring accommodation should inform Human Resources of any needs related to materials or processes used in the hiring process.

About Windsor

Windsor is a Southwestern Ontario city on the Detroit River and Lake St. Clair, close to downtown Detroit and the north shores of Lake Erie. The city is known for its waterfront, parks and gardens, entertainment, food and beverage scene, affordable living, and a diverse, growing economy supported by automotive, advanced manufacturing, transportation, life sciences, education, and tourism.