ADMINISTRATIVE ASSISTANT 3

Original job posting

The Administrative Assistant 3 serves as a key resource for management, handling daily operations, correspondence, and meeting coordination. They also support project activities, budget-related tasks, and ensure efficient administrative processes within the Fire Services section.

Job details

Job ID: 66444 Job Category: Administrative Division & Section: Fire Services, Fire Svcs Comm, Tech & Org Performance Work Location: 4330 DUFFERIN ST, FIRE & PARAMEDIC HQ & EMS STATION 53 Job Type & Duration: Full-time, Permanent Salary Range: $46,455.00 - $77,455.00, TX0004, AOS1 Shift Information: Monday to Friday, 35 hours per week Affiliation: Non-Union Number of Positions Open: 1 Posting Period: 28-AUG-2026 to 11-SEP-2026 Are you a highly organized administrative professional who thrives in a dynamic environment, enjoys supporting leaders and teams, and takes pride in delivering exceptional service? If so, consider this permanent, full-time opportunity of an Administrative Assistant 3 where you can further develop your career path and gain insight into the City's Fire Services Communication, Technology & Organizational Performance Section. Reporting to the Division Chief of Data Analytics, you'll be at the center of day-to-day operations, ensuring critical administrative processes run efficiently while supporting projects, programs, meetings, communications and confidential business activities. No two days are the same. One day you may be coordinating meetings, preparing reports and managing correspondence. The next, you may be researching information, supporting a special project, assisting with budget-related activities or helping leaders prepare critical documents and presentations. Throughout it all, you'll be relied upon for your professionalism, attention to detail and ability to manage competing priorities. What You'll Do As our next Administrative Assistant 3, you will: Serve as a key administrative resource for management and staff. Prepare, format and distribute reports, correspondence, presentations and other business documents. Handle sensitive and confidential information with professionalism, discretion and sound judgment. Coordinate meetings, appointments, interviews and events while ensuring all supporting materials are prepared and distributed. Maintain organized electronic and physical records systems and ensure information is accessible when needed. Respond to inquiries from staff, stakeholders and members of the public, providing accurate information and exceptional customer service. Support operational and program activities through research, reporting, project coordination and administrative tracking. Assist with financial and administrative processes such as expense claims, accounts administration and budget-related activities. Coordinate travel, logistics and procurement activities as required. Contribute to a collaborative work environment while supporting continuous improvement initiatives and special projects. What You Bring You are someone who: Has post-secondary education in office administration, business administration, public administration, or a related discipline, or an equivalent combination of education and relevant experience. Has substantial experience providing administrative support in a complex, professional environment. Can confidently manage multiple priorities while maintaining accuracy and attention to detail. Possesses exceptional organizational, communication and customer service skills. Maintains confidentiality and demonstrates professionalism in every interaction. Builds positive working relationships with people at all levels of an organization. Is proficient with Microsoft Office (e.g., Outlook, Word, PowerPoint, Excel, Teams, SharePoint, Copilot) and other business systems. Works effectively both independently and as part of a team. Takes initiative, exercises sound judgment and consistently delivers high-quality work. Why Join Us? This is an opportunity to make a meaningful contribution to public service while working alongside dedicated professionals committed to serving our communities. You'll play a key role in supporting operational excellence and helping teams achieve their goals through strong administrative leadership. If you're a proactive, detail-oriented administrative professional who enjoys bringing order, efficiency and exceptional service to a busy workplace, we encourage you to apply. 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.

What you’ll do

The Administrative Assistant 3 serves as a key resource for management, handling daily operations, correspondence, and meeting coordination. They also support project activities, budget-related tasks, and ensure efficient administrative processes within the Fire Services section.

Requirements

Candidates must have post-secondary education in office or business administration and substantial experience in a complex professional environment. Proficiency in Microsoft Office and strong organizational, communication, and interpersonal skills are required.

Listed skills

• Project Coordination · Preferred
• Customer service · Preferred
• Administrative Support · Preferred
• Teams · Preferred
• Microsoft Excel · Preferred
• SharePoint · Preferred
• report preparation · Preferred
• Microsoft Office · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Data analytics support
• Meeting coordination
• Report preparation
• Correspondence management
• Budget administration
• Records management
• Customer service
• Project coordination
• Microsoft Office
• Outlook
• Word
• PowerPoint
• Excel
• Teams
• SharePoint
• Report Writing
• Employment Equity
• Administrative Support
• Office Administration
• Professionalism
• Fire Service
• Microsoft Excel
• Research
• Emergency Medical Services
• Data Analysis
• Business Administration
• Management
• Business Systems
• Customer Service
• Information And Communications Technology
• Communication
• Procurement
• Confidentiality
• Continuous Improvement Process
• Public Administration
• Leadership
• Microsoft Outlook
• Operational Excellence
• Operations
• Organizational Communications
• Organizational Performance
• Microsoft PowerPoint
• Presentations
• Proactivity
• Project Coordination
• Public Service
• Microsoft SharePoint
• Coordinating
• Detail Oriented

Job areas

• Administrative
• Government & Public Sector
• Data & Analytics
• Customer Service & Support
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive