Job Description
Apply By: Tuesday, July 8, 2026 11:5+ pm EDT
Administrative Assistant (Assistant Deputy Minister's Office)
Job ID:
22+28+
Posting status:
Open
Organization:
Ministry of Municipal Affairs and Housing
Division:
Municipal Services
City:
Toronto
Position(s) language:
English
Job term:
1 Temporary - 12 months with possible extension
Job code:
10OAD - Office Administration 10
Salary:
$2+.53 - $34.75 Per hour
Indicates the salary listed as per the OPSEU Collective Agreement.
Calling all executive administrative professionals!
The Municipal and Housing Operations Division of the Ministry of Municipal Affairs and Housing has an exciting opportunity for an innovative and dynamic individual to provide a wide range of executive administrative support services to the office of the Assistant Deputy Minister.
Who we are:
The Municipal Services Division in the Ministry of Municipal Affairs and Housing leads operational initiatives related to municipal governance and finance, land use planning, and housing. It is the ministry's key interface with municipal clients.
About the job
Reporting to the Executive Assistant, the Administrative Assistant will play a pivotal role in driving operational excellence, streamlining procedures, and fostering key relationships across government and stakeholder networks by:
coordinating the Assistant Deputy Minister's (ADM) meetings, appointments as well as committee work and speaking engagements; managing the ADM's calendar; making travel and accommodation arrangements;
implementing and supporting the correspondence functions in ADMO to ensure timely responses, filing, and tracking, including maintaining an information and database management system;
preparing executive letters, memoranda, policy proposals, confidential materials for special projects, papers, correspondence, briefing notes, reports, data for speeches;
responding to telephone calls and visitors, determining the nature of the enquiry;
providing general administrative functions such as: preparing purchase orders for goods and services; preparing attendance reports, maintaining adequate levels of office supplies, and providing training support to staff;
supporting the EA with the coordination and tracking of materials
demonstrating a customer-centric, supportive and proactive attitude
What you bring to the team
Executive administrative knowledge and skills:
you have experience providing administrative support services in an executive office setting;
you have experience with scheduling/rescheduling meetings where a high level of initiative is required in accommodating urgent or conflicting priorities;
you have knowledge of records management and retention procedures to establish and maintain manual and electronic filing and bring forward systems and comply with retention/archival schedules;
you have knowledge of financial management practices and procedures;
you are proficient with office/business computer applications and equipment, including MS Office, Excel/spreadsheet software packages, database management, graphic and presentation software and network, as well as Intranet, Internet, and e-mail
Communication and interpersonal skills:
you can act as a liaison in the provision of services to senior level executives, administrative support staff, counterparts in other ministries as well as external partners and stakeholders;
you can explain/clarify requests for information and interpret administrative procedures/processes;
you can prepare various written materials such as replies to requests for information, correspondence, spreadsheets, reports, presentations and graphics/charts;
you can maintain discretion in the release of confidential information
Analytical and problem-solving skills:
you can anticipate, identify, analyze and evaluate issues and priorities;
you can identify sources of major problems and provide accurate and efficient advice on issue resolution;
you can recommend changes to operational and administrative procedures, processes, practices, standards and tools
Organizational and coordination skills:
you can complete multiple tasks within tight time frames and follow-up on requests;
you can coordinate own work activities and the flow of correspondence requiring reply/action (e.g. addressing problems/issues such as missed correspondence deadlines);
you can coordinate/manage calendars and schedules where a high level of initiative is required in accommodating urgent or conflicting priorities
Don't meet every qualification?
If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!
How we support diversity, inclusion and accessibility
We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, ****** orientations, gender identities and gender expressions.
Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please contact us.
Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:
diversity, equity and inclusion initiatives
accessibility
Anti-Racism Policy
What we offer
The Ontario Public Service is one of Ontario's largest employers. Employees work for 2+ ministries, with offices in more than 70 cities across the province. We offer:
a career that can grow across ministries and job functions
flexible learning and developmental opportunities, including education and mentorship programs
many employee networks offering support for and education about underrepresented groups
This role comes with a comprehensive compensation and benefits package that includes:
a defined-benefit lifetime pension plan (guaranteed, ongoing inflation-protected income after retirement)
group health, dental, life and disability benefits
a range of vacation and leave options
an Employee and Family Assistance Program, which provides confidential counseling services
Additional information:
Apply by:
Tuesday, July 8, 2026 11:5+ pm EDT
Position details:
1 English Temporary, duration up to 12 months, 777 Bay St, Toronto, Toronto Region
Compensation group:
Ontario Public Service Employees Union
Work hours:
Schedule 3
Category:
Administrative and Support Services
Posted on:
Monday, June 23, 2026
Note:
T-MA-22+28+/25
How to apply:
You must apply online.
Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.
Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
Read the job description to make sure you understand this job.
OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
If you require a disability related accommodation in order to participate in the recruitment process, please Contact Us to provide your contact information. Recruitment services team will contact you within 48 hours.
Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.
Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.
Strengthening Ontario, together
Administrative Assistant (Assistant Deputy Minister's Office)
Job ID:
22+28+
Posting status:
Open
Organization:
Ministry of Municipal Affairs and Housing
Division:
Municipal Services
City:
Toronto
Position(s) language:
English
Job term:
1 Temporary - 12 months with possible extension
Job code:
10OAD - Office Administration 10
Salary:
$2+.53 - $34.75 Per hour
Indicates the salary listed as per the OPSEU Collective Agreement.
Calling all executive administrative professionals!
The Municipal and Housing Operations Division of the Ministry of Municipal Affairs and Housing has an exciting opportunity for an innovative and dynamic individual to provide a wide range of executive administrative support services to the office of the Assistant Deputy Minister.
Who we are:
The Municipal Services Division in the Ministry of Municipal Affairs and Housing leads operational initiatives related to municipal governance and finance, land use planning, and housing. It is the ministry's key interface with municipal clients.
About the job
Reporting to the Executive Assistant, the Administrative Assistant will play a pivotal role in driving operational excellence, streamlining procedures, and fostering key relationships across government and stakeholder networks by:
coordinating the Assistant Deputy Minister's (ADM) meetings, appointments as well as committee work and speaking engagements; managing the ADM's calendar; making travel and accommodation arrangements;
implementing and supporting the correspondence functions in ADMO to ensure timely responses, filing, and tracking, including maintaining an information and database management system;
preparing executive letters, memoranda, policy proposals, confidential materials for special projects, papers, correspondence, briefing notes, reports, data for speeches;
responding to telephone calls and visitors, determining the nature of the enquiry;
providing general administrative functions such as: preparing purchase orders for goods and services; preparing attendance reports, maintaining adequate levels of office supplies, and providing training support to staff;
supporting the EA with the coordination and tracking of materials
demonstrating a customer-centric, supportive and proactive attitude
What you bring to the team
Executive administrative knowledge and skills:
you have experience providing administrative support services in an executive office setting;
you have experience with scheduling/rescheduling meetings where a high level of initiative is required in accommodating urgent or conflicting priorities;
you have knowledge of records management and retention procedures to establish and maintain manual and electronic filing and bring forward systems and comply with retention/archival schedules;
you have knowledge of financial management practices and procedures;
you are proficient with office/business computer applications and equipment, including MS Office, Excel/spreadsheet software packages, database management, graphic and presentation software and network, as well as Intranet, Internet, and e-mail
Communication and interpersonal skills:
you can act as a liaison in the provision of services to senior level executives, administrative support staff, counterparts in other ministries as well as external partners and stakeholders;
you can explain/clarify requests for information and interpret administrative procedures/processes;
you can prepare various written materials such as replies to requests for information, correspondence, spreadsheets, reports, presentations and graphics/charts;
you can maintain discretion in the release of confidential information
Analytical and problem-solving skills:
you can anticipate, identify, analyze and evaluate issues and priorities;
you can identify sources of major problems and provide accurate and efficient advice on issue resolution;
you can recommend changes to operational and administrative procedures, processes, practices, standards and tools
Organizational and coordination skills:
you can complete multiple tasks within tight time frames and follow-up on requests;
you can coordinate own work activities and the flow of correspondence requiring reply/action (e.g. addressing problems/issues such as missed correspondence deadlines);
you can coordinate/manage calendars and schedules where a high level of initiative is required in accommodating urgent or conflicting priorities
Don't meet every qualification?
If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!
How we support diversity, inclusion and accessibility
We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, ****** orientations, gender identities and gender expressions.
Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please contact us.
Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:
diversity, equity and inclusion initiatives
accessibility
Anti-Racism Policy
What we offer
The Ontario Public Service is one of Ontario's largest employers. Employees work for 2+ ministries, with offices in more than 70 cities across the province. We offer:
a career that can grow across ministries and job functions
flexible learning and developmental opportunities, including education and mentorship programs
many employee networks offering support for and education about underrepresented groups
This role comes with a comprehensive compensation and benefits package that includes:
a defined-benefit lifetime pension plan (guaranteed, ongoing inflation-protected income after retirement)
group health, dental, life and disability benefits
a range of vacation and leave options
an Employee and Family Assistance Program, which provides confidential counseling services
Additional information:
Apply by:
Tuesday, July 8, 2026 11:5+ pm EDT
Position details:
1 English Temporary, duration up to 12 months, 777 Bay St, Toronto, Toronto Region
Compensation group:
Ontario Public Service Employees Union
Work hours:
Schedule 3
Category:
Administrative and Support Services
Posted on:
Monday, June 23, 2026
Note:
T-MA-22+28+/25
How to apply:
You must apply online.
Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.
Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
Read the job description to make sure you understand this job.
OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
If you require a disability related accommodation in order to participate in the recruitment process, please Contact Us to provide your contact information. Recruitment services team will contact you within 48 hours.
Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.
Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.
Strengthening Ontario, together
💡 Quick Summary
Seeking a career-building opportunity? The Administrative Assistant (Assistant Deputy Minister`s Office) position is now open for candidates interested in the Helper Jobs sector. This role in Toronto offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Helper Jobs is a plus.
