Executive Assistant to the Chief of Staff

We are seeking a highly motivated, caring, detail-oriented professional to support the Chief of Staff in leading the Mayor’s team. 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 at the centre of the work in the Mayor’s office.

The ideal candidate will have executive and 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 and strategic tasks with ease and efficiency. They will support scheduling, communications, operations, projects, programs, research and meeting coordination. 

Responsibilities

The Executive Assistant to the Chief of Staff provides executive and administrative support to the Chief of Staff, and is a key communicator and teambuilder in coordinating the work of the office. 

• Schedules and coordinates meetings and appointments, anticipating scheduling conflicts, resolving them and ensuring best use of time
• Manages correspondence and communications for the Chief of Staff to help prioritize calls, emails, and other correspondence to maximize efficiency
• 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
• Conducts research, provides background information, creates briefing materials, and prepares meeting agendas and presentations to support both projects and meeting preparations for both the Chief of Staff and the team
• Proactively collaborates with the mayor’s office team, particularly the senior leadership team, to ensure seamless communication and workflow
• Works with the Chief of Staff to delegate and triage work across the team and track assignments
• Assists with team trainings, initiatives, and staff recognition 
• Supports the creation of tracking and reporting out on work across the team 
• Tracks and reconciles expenses, ensuring accuracy and helping to manage the office budget 
• Provides administrative functions including filing and the distribution of documents, as well as helping with general office upkeep to provide support to the Chief of Staff and team as required
• Works closely with the Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately

Qualifications, Skills & Experience

• At least 5 years of Executive Assistant experience, or demonstrated strong experience supporting senior leadership
• Careful attention to detail and exceptional organizational skills
• Strong proficiency in both Microsoft Office and filing systems
• Strong written and verbal communication skills
• Strong interpersonal skills and team player with the ability to easily build relationships across teams and stakeholders
• Self-motivated with a demonstrated ability to work effectively and calmly in a fast-paced environment and under pressure, anticipating needs and taking initiative
• Ability to work independently, problem-solve, exercise good judgment and handle confidential information with professionalism and discretion
• Commitment to building a better city, and a passion for local democracy
• Knowledge of stakeholder groups, elected officials, city hall, and communities across the city is an asset
• Project Management Professional designation and related education and experience is an asset

Application Procedure & Employment 

Full-time indefinite contract for the duration of the term of office.
Salary band: $70,000 to $85,000.
Anticipated start date: May 20, 2024 (or sooner)
Location: In person work at Toronto City Hall.
Available to work early mornings (7am) daily with occasional evening and weekend availability as needed.

If you have any questions please contact Francis Kung, Director of Operations, Office of Mayor Olivia Chow at [email protected].

Please submit a letter of interest and a detailed resume by Friday April 26, at 5pm to [email protected]. 
Subject line: Application for Executive Assistant to the Chief of Staff

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 [email protected] if you have questions.