Councillor Josh Matlow

JOB POSTING: Administrative Assistant

Job Description:

  1. Schedule, organize and maintain Google and Outlook calendars; determine the importance of internal and external meeting requests, prioritize and schedule accordingly to constantly changing priorities
  2. Field and direct phone calls received and assist with coordinating conference calls, relay messages in order of importance, prioritize emails and messages
  3. Responsible for general administrative operations of the Councillor’s office. Ensures the Councillor is relieved of all administrative detail as it relates to the day-to-day running of the office if delegated by the Councillor.
  4. Prepares and coordinates general presentation material and speeches for the Councillor when delegated and as directed by the Councillor or the Executive Assistant.
  5. Arranges public meetings, meetings with constituents and other community events. Assists and/or represents the Councillor at meetings/events.
  6. Reviews and distributes incoming mail, emails and telephone inquiries to appropriate staff member.
  7. Handles general enquiries or refers to other members of the Councillor’s staff and appropriate City staff.
  8. May assist the Councillor and Councillor’s staff in handling concerns and complaints from constituents and the public. Gathers information and/or prepares response as directed.
  9. Ensures records are maintained and follows up on requests and inquiries made by the Councillor to City staff.
  10. Prepares plaques and letters of commendation for special events as requested.
  11. Maintains confidentiality with respect to issues involving the City and the Councillor, and adheres to the City’s Conflict of Interest Policy.
  12. Maintains awareness of ward, community and city-wide municipal matters, and other matters affecting the municipality, the Councillor and their constituents.
  13. Develops and maintains database of Councillor’s contacts.
  14. High level degree of accuracy, resourceful, organization and attention to detail, problem-solving and judgment skills and mindset and the ability to handle and prioritize numerous complex tasks simultaneously, while under pressure with tight deadlines.
  15. Undertakes special assignments as requested by the Councillor.

Knowledge & Expertise:

  • College diploma or University degree in a related field, or equivalent experience, with 2-3 year’s experience in similar role
  • Strong MS office (Excel, Word, PowerPoint, Outlook,) WebEx, Google calendar skills
  • Excellent problem-solving skills and initiative to proactively identify and resolve problems and issues
  • Highly developed ability to work well under pressure of deadlines while maintaining a high-quality standard of work
  • Highly developed ability to multitask, with attention to detail and accuracy
  • Highly developed ability to navigate work in a fast-paced environment with changing priorities
  • Excellent organizational skills through proven ability to organize workload, determine priorities and accept personal responsibility for the completion of tasks
  • Confidence to make independent decisions, within defined guidelines, with a willingness to take direction
  • Willingness to be part of a team, assisting other team members to ensure an effective and efficient operation
  • Highly developed verbal and written communications skills
  • Excellent time management and organizational skills.
  • Available to work evenings and occasional weekends as required
  • Knowledge of City of Toronto divisions, services and constituency reporting processes is considered an asset
  • A valid G driver’s license is considered an asset

The position is a fixed-term, full-time contract starting in May 2021 until November 2022 (the end of the Council term). We are working remotely temporarily due to COVID-19 but the position will be based out of City Hall.

Hours & Compensation: 35 hours per week, not including occasional evenings and weekends. Salary information available upon request. This position includes full health and dental benefits.

Deadline for Application: Thursday, April 29th at 5:00 pm. Only candidates selected for an interview will be contacted.

Please send your resume and cover letter to using the subject line “Application: Administrative Assistant” outlining why you are interested in the position as well as highlighting your relevant experiences. We thank all interested applicants; however, only those candidates being considered for an interview will be contacted.


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