City of Toronto Hiring for EXECUTIVE ASSISTANT at Toronto, ON Full Time

Reports directly to the Medical Officer of Health (MOH), the Executive Assistant:

Provides senior level administrative support, advice and guidance to the MOH and the senior level management team on a range of initiatives, requiring analysis and exercise of judgement.

Acts as the primary contact for the MOH Office and ensures that the MOH is fully briefed on divisional issues requiring her attention, in a timely accurate and comprehensive manner.

Provides liaison between the MOH and senior management team, Board of Health and other City Divisions.

Facilitates/attends special working group meetings, senior management team meetings and expedites a range of time sensitive tasks.

Builds and maintains business relationships with key staff including the Mayor’s staff, City Councillors, including the Board of Health Chair, and their staff, Accountability Officers, Provincial and Federal contacts, etc.

Co-ordinates issues and leads specific policy/projects, ensuring effective teamwork, horizontal collaboration across the Division and between service areas, communication and high standards of work quality.

Identifies highly contentious emerging issues and liaises directly with senior staff to address the issues in a timely manner.

Oversees MOH’s emails, and enquires and handles requests from all levels of staff, other government agencies, elected officials, the media and members of the public.

Coordinates and provides guidance in the development of speeches, briefs, policy documents and other material.

Project manages, facilitates and expedites a range of time sensitive tasks on behalf of the MOH

Monitors and reviews Division administrative and financial procedures and information management systems. Provides leadership and advice to improve work processes.

Performs highly independent, specialized administrative tasks including preparation, research, investigation, review, reconciliation and co-ordination of various documentation and processes.

Provides research and analysis on a wide range of issues.

Screens all signing documents, including correspondence, reports, purchase orders, Organizational Change Authorizations, staff requisitions, Alternate Rate extensions, Conference/Business travel, lieu time extensions to ensure accuracy, appropriateness and in conformance with signing authorities, Division policies and procedures.

Anticipates and initiates appropriate response to incoming issues and recommends course of actions and solutions

Represents Division on various Corporate Committees

Trains and provides daily work instruction to Administrative Assistants, including scheduling, assigning and reviewing work, authorizing and coordinating vacation, monitoring overtime requests, conducting staff performance reviews, approving salary increments and dealing with disciplinary issues.

Resolves operational and customer service issues associated with clients/customers of the Division which include the Mayor’s office, Councillors, community agencies and the general public by liaising directly with senior staff across the organization. Diffuses contentious situations, investigates nature and extent of complaints, analyzes potential solutions and recommends course of actions.

Deals with and maintains confidential and sensitive information affecting operations, assets, human resources, labour relations, litigations and budget.

Manages the MOH’s itinerary in conjunction with Administrative Assistant, including scheduling appointments and meetings, researching information and background materials ensuring the MOH is aware of and prepared for all commitments.

Handles and performs customer service functions such as investigating, analyzing, resolving problems and diffusing contentious situations associated with clients/customers of the MOH Office.

Reviews and directs the processing of correspondence and initiates responses on a variety of matters. Screens all signing documents to ensure accuracy, appropriateness and in conformance with signing authorities, policies and procedures.

Monitors MOH’s Office expenditures. Maintains petty cash. Authorizes petty cash reimbursements, purchase of office supplies and equipment.

Maintains an awareness of TPH divisional operations, council proceedings and current political issues while acting with discretion on all confidential matters.

Coordinates office space, furnishings and computer equipment for MOH office/staff.

Key Qualifications:
Extensive experience providing administrative support to a Senior Executive or senior management, handling a broad range of administrative matters, standard office practices and procedures

Extensive experience in scheduling meetings and managing calendars and events, taking minutes at meetings, monitoring follow-up activities.

Extensive experience in the preparation and drafting standard correspondence and reports, editing the layout of complex reports, charts, spreadsheets and correspondence

Considerable experience with issues management.

Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, deal with conflicting priorities and work demands.

Excellent oral and written communication, interpersonal, analytical and problem-solving skills to deal effectively with all levels of staff and the public.

Proficient in utilizing a variety of software packages including Microsoft Office, Cisco WebEx, PowerPoint, Visio, Outlook and aptitude for learning new technology/systems.

Knowledge of municipal operations that may include council proceedings and Freedom of Information.

Strong analytical and problem solving skills with the ability to perform duties under minimal supervision.

Ability to provide work direction to other support staff.

Ability to work independently, in a politically sensitive environment, using sound judgement.

Ability to research and prepare information in a timely manner.

Ability to maintain an organized office in a fast-paced and complex executive office.

Highly developed customer service and interpersonal skills, tact, diplomacy, and discretion with an ability to deal effectively with all levels of staff and the public.

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City’s Mandatory Vaccination Policy.

Note To Current City of Toronto Employees

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a “Current City of Toronto employee” on the on-line application form, and provide your “Employee Number”.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.