Office Administrator

We’re Hiring: Office Administrator in the Mayor’s office

The Office of Mayor Olivia Chow is hiring an Office Administrator. This is an exciting opportunity to join the strong team working for Olivia Chow, Mayor of Toronto.

We are seeking a highly motivated, caring, detail-oriented professional to manage the administrative functions of the Mayor’s Office. This dynamic position requires the ability to take initiative, anticipate daily needs, think critically, and offer solutions to problems with a high level of professionalism in the Mayor’s office.

The ideal candidate will have administrative support experience. They are proactive, resourceful in problem-solving, and enjoy a fast-paced environment. They have the proven capacity to prioritize and manage a wide range of administrative tasks with ease and efficiency. They will support scheduling, operations, projects, programs, research, and meeting coordination.

Responsibilities

Reporting to the Deputy Chief of Staff, the Office Administrator takes the lead on managing the office’s administrative needs and provides administrative support to the Deputy Chief of Staff, including:

Administrative Support to the Deputy Chief of Staff

1. Schedules and coordinates meetings and appointments for the Deputy Chief of Staff, anticipating scheduling conflicts, resolving them and ensuring best use of time.
2. Manages correspondence and communications for the Deputy Chief of Staff to help prioritize calls, emails, and other correspondence to maximize efficiency and ensure urgent matters are addressed promptly.
3. Works closely with the Deputy Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
4. Assists in the coordination and execution of projects, including preparing and editing documents, attending meetings and tracking actions, helping to ensure work plans are tracked and deadlines met.
5. Conducts research, provides background information, sources briefing materials, and prepares meeting agendas and presentations to support both projects and meeting preparations for both the Deputy Chief of Staff and the team.
6. Provides administrative support during City Council meetings.

Office Administration

1. Proactively collaborates across the Mayor’s Office administrative team to ensure administrative needs are met, including ordering office supplies, scheduling and refreshing meeting rooms, and supporting the team’s IT needs.
2. Provides administrative functions including filing and the distribution of documents, as well as managing the general office upkeep.
3. Assists with team trainings, initiatives, and staff recognition.

Qualifications, Skills & Experience

1. At least 3 years of administrative experience, or demonstrated strong experience supporting senior leadership.
2. Careful attention to detail and exceptional organizational skills.
3. Strong proficiency in both Microsoft Office and filing systems.
4. Strong written and verbal communication skills.
5. Strong interpersonal skills and team player with the ability to easily build relationships across teams and stakeholders.
6. Self-motivated with a demonstrated ability to work effectively and calmly in a fast-paced environment and under pressure, anticipating needs and taking initiative.
7. Ability to work independently, problem-solve, exercise good judgment and handle confidential information with professionalism and discretion.
8. Commitment to building a better city, and a passion for local democracy.
9. Knowledge of City Hall is an asset.

Application Procedure & Employment

Full-time indefinite contract for the duration of the term of office.

Salary: $65,000-70,000

Anticipated start date: April 2025

Location: In-person work at Toronto City Hall.

Available to work early mornings daily with occasional evening and weekend availability as needed.

Please submit a letter of interest and a detailed resume by Friday March 14th, at 5pm to mayorsofficeHR@toronto.ca.

Subject line: Application for Office Administrator.

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. Contact mayorsofficeHR@toronto.ca if you have questions.

Job posting: https://www.mayoroliviachow.ca/office_administrator