Councillor's Assistant II

Position Details

• Department: City Council — Elected Representatives
• Employment Type: Multiple temporary full-time and part-time positions
• Contract Duration: Up to November 14, 2030
• Hours of Work: Various hours per week
• Salary Information: $64,175.02–$75,085.92 annually or $35.261–$41.256 per hour (2024 rates of pay)
• Work Location: City Hall, 110 Laurier Avenue West
• Application Close: October 30, 2026

Job Summary

You are responsible for leading and coordinating day-to-day constituency case management, legislative and policy research, scheduling and administrative processes, communications, and community-engagement activities for the Office of a City Councillor. You work with considerable independence and judgment within the Councillor’s direction and established office priorities, and escalate matters involving significant political, reputational, policy, financial, or operational risk.

Key Responsibilities

• Manage and coordinate constituent inquiries, concerns, and complaints, including complex or sensitive cases; determine appropriate operational follow-up; and escalate high-risk, high-profile, or politically significant matters to the Councillor or Councillor’s Assistant III.
• Communicate approved information and the Councillor’s established position to City staff, residents, community stakeholders, and the media, as authorized, and refer matters requiring new direction or significant interpretation to the Councillor or Councillor’s Assistant III.
• Ensure requests and inquiries from the Councillor’s Office are actioned by City staff and followed up in a timely manner.
• Maintain the Councillor’s Office database and tracking systems, record constituent interactions, and provide regular status updates to the Councillor.
• Maintain and prepare financial records and order office supplies and materials in accordance with the Council Expense Policy.
• Monitor the Councillor’s Constituency Services Budget in accordance with the Council Expense Policy, including approving expenditures when delegated.
• Oversee the Councillor’s scheduling and invitation-management processes, resolve routine calendar conflicts, establish scheduling requirements, and coordinate with administrative staff to ensure required information and materials are available.
• Coordinate and prepare briefing materials, background information, issue summaries, and draft speaking points for review, ensuring materials are complete, timely, and responsive to identified meeting requirements.
• Undertake special assignments as requested by the Councillor.
• Monitor Standing Committee recommendations and City Council decisions related to matters of interest to the Councillor and their constituents.
• Review and analyze agendas and reports for Council, Committees, and Local Boards to identify impacts, risks, and opportunities affecting the Councillor and the ward.
• Analyze legislative, policy, and corporate matters, recommend operational responses, and implement approved actions within delegated authority.
• Conduct research and analysis on policy issues, departmental initiatives, and operational matters to support informed decision-making.
• Research and draft motions, inquiries, amendments, and supporting materials for review and approval by the Councillor or Councillor’s Assistant III.
• Coordinate and maintain operational liaison with the Mayor’s Office, Members of Council and their staff, City departments, and senior City staff on corporate initiatives, operational issues, and ward matters, and escalate matters requiring senior representation, advocacy, or strategic direction.
• Attend public meetings on behalf of, or with, the Councillor.
• Prepare and coordinate general presentation materials and speeches for the Councillor.
• Organize and publicize community meetings and events and conduct public consultation campaigns.
• Arrange the purchase of supplies and coordinate special services in support of meetings and events.
• Lead routine coordination with community stakeholders to identify issues, facilitate follow-up, and support approved community initiatives, while escalating matters requiring advocacy, negotiation, or senior political representation.
• Prepare articles, columns, and newsletters, including coordinating print and distribution, as required.
• Maintain and monitor the Councillor’s social media and online presence, including developing content and producing video, photos, and graphics.
• Prepare plaques and letters of commendation for special events.
• Work in accordance with applicable health and safety legislation, policies and procedures, and all other legislation, policies and procedures relevant to the work.
• Perform other related duties consistent with the duties outlined above.

Education And Experience

• Completion of two years of community college in Business/Office Administration.
• Minimum of three years of general office administration, customer service, or related experience.

Knowledge

• Knowledge of the mandate, roles, and responsibilities of a large public-sector organization.
• Principles and practices of office management.
• Understanding of organizational structures and governance frameworks in a complex organization.
• Record keeping, filing, and general office procedures.
• Database and records management practices.
• Knowledge of applicable health and safety legislation, including the rights and duties of workers.

Competencies, Skills And Abilities

• Ability to communicate effectively with interested parties.
• Computer applications, including Microsoft Word, Ex... [truncated]