Administrative Assistant TO Director

Position Details

• Job Category: Administrative
• Division & Section: Toronto Paramedic Services, PS Toronto Central Amb Control Centre
• Work Location: 4330 Dufferin St, Toronto, M3H 5R9
• Job Type & Duration: Full-Time, Permanent
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: L79 Full-time
• Posting Period: 28-Sept-2026 to 13-Oct-2026

Job Description

Toronto Paramedic Services (TPS) is the largest municipal Paramedic Service in Canada. We provide 24-hour pre-hospital emergency and non-emergency care and transportation to and between hospitals for ill or injured individuals and offer public education programs to promote rapid and appropriate use of emergency medical resources in time of need. We strive to significantly enhance the quality of life for all Torontonians through the provision of world class, emergency pre-hospital healthcare.

Reporting to the Deputy Chief (Director), Communications, this position provides a variety of specialized senior level administrative support to the Communications area and related functions. This program area includes, but is not limited to: Central Ambulance Communications Centre, Education and Quality Improvement, Systems Performance, Communications Systems Engineering and Hospital Liaison Program.

Major Responsibilities

• Performs specialized and senior level administrative tasks, including preparation, investigation, research, review, and the oversight of projects.
• Communicates with various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Deputy Chief and management team, as necessary.
• Identifies, screens/prioritizes issues and initiates responses on behalf of the Deputy Chief.
• Prepares and composes documents, summaries and reports.
• Manages the Deputy Chief's schedule, e.g. arranges business travel including conference registration, accommodations, schedules interviews, general meetings.
• Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to the Deputy Chief on followed-up action items.
• Coordinates special events, workshops; coordinates meetings and schedules, and adjusts work plan to meet unscheduled events; organizes/coordinates and attends Management Team Meetings and Manager Meetings.
• Provides work direction, training and guidance and acts as a resource to support/clerical staff.
• Reviews correspondence and contract documents for accuracy and conformity to policies and procedures and signing authorities.
• Locates/extracts and consolidates information required in reports and correspondence. Undertakes research/analysis and prepares reports on the various issues/findings.
• Organizes and maintains the Deputy Chief's electronic and paper filing system.
• Prepares/processes documents and handles issues of a confidential/sensitive nature.
• Acts as Divisional liaison when dealing with Councillors and Division Heads.
• Handles enquiries regarding operational policies/practices, public and stakeholder enquiries/concerns and deals with FOI requests in accordance with the City's FOI protocols.
• Assists in the preparation of briefs, presentation/meeting materials.
• Develops and maintains linkages and contacts with staff, Councillors, and other levels of Government, the public, and private institutions that have regular contact with the Deputy Chief/Director.
• Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives.
• Ensures that reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines.
• Identifies items for the Deputy Chief that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to the Deputy Chief. Monitors and reviews committee and council agendas, flagging items of divisional impact and identifies these issues and initiates responses.
• Makes recommendation of new/modified administrative functions and their implementation.
• Follows up on Decisions of Council to ensure recommendations are adhered to.
• Provides follow-up to assignments given to management staff; provides status reports to the Deputy Chief.
• Assists in Budget information compilation of data for forecasting and coordination between sections/units. Monitors/maintains and balances petty cash fund, purchasing records, invoices and items requiring Deputy Chief's signature.
• Maintains records related to budget administration.
• Arranges business travel including conference registration, accommodation and cash advances. Reviews accuracy of expense claims.
• Organizes and maintains policy and procedure manuals. Operates computers utilizing and manipulating a variety of software packages.
• Reviews, prioritizes, distributes and/or responds to the Deputy Chief's mail, e-mails and enquiries as appropriate.
• Manages the Deputy Chief's schedule, e.g.: arranges business travel including conference registration, accommodations, schedules interviews, general meetings.
• Maintains various staffing records, such as attendance register, individual employee files, on behalf of the Deputy Chief.
• Orders/maintains and oversees the purchase/lease regarding the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors.

Key Qualifications

Your application must describe your qualifications as they relate to:

• Considerable experience in providing administrative assistance to senior management handling a broad range of standard office practices and administrative matters.
• Extensive experience utilizing a variety of software packages, e.g. Word, Access, PowerPoint, Outlook, and Excel to prepare and format documents, reports, charts, spreadsheets and presentations.