Job Posting - Administrative Assistant

Position: Administrative Assistant
Term: Full-time
Location: Toronto, Ontario, Canada
Reporting to: VP, Human Resources & Administration


The Organization: Waterfront Toronto

Waterfront Toronto was established by the Government of Canada, the Province of Ontario and the City of Toronto in 2001 to oversee and lead the renewal of the city’s waterfront. Our mandate is to deliver a revitalized waterfront that brings together the most innovative approaches to sustainable urban development, excellence in urban design, real estate development, and leading technology infrastructure. Working with the community, and with public and private-sector partners, Waterfront Toronto creates neighbourhoods anchored by parks and public spaces, and diverse, sustainable, mixed-use communities that offer a high quality of life for residents, employees, and visitors alike. We are transforming the waterfront for the use and enjoyment of the people of Toronto, Ontario and Canada, to foster economic growth and to redefine how the city, province and country are perceived by the world. 
 

The Opportunity: Administrative Assistant

Waterfront Toronto is seeking experienced Administrative Assistants to provide high-level administrative support to senior management team members and the broader departmental team. This role is central to ensuring the smooth operation of daily activities, from managing complex calendars and coordinating meetings, to preparing documents and handling confidential correspondence.

Working closely with both internal teams and external partners, the Administrative Assistant helps drive efficient, well-organized operations that support the delivery of Waterfront Toronto’s strategic initiatives. This position is ideal for highly organized, proactive professionals with a service-oriented mindset and a strong understanding of executive-level administrative support in a fast-paced, collaborative environment.
 

Key Responsibilities:

  • Manage and coordinate complex calendars for senior management team members, scheduling internal and external meetings and proactively resolving conflicts in Outlook
  • Lead the organization and booking of recurring and ad-hoc departmental meetings, liaising with internal and external stakeholders to confirm appropriate timing
  • Coordinate logistics for meetings, including room bookings, IT/AV setup, catering, and the preparation and distribution of meeting materials
  • Attend meetings to record accurate minutes, document action items, and track follow-up tasks to ensure timely completion
  • Provide comprehensive administrative support, including filing, organizing, scanning, shredding, and the secure disposal of files
  • Prepare, review, and submit accurate and timely expense reports on behalf of department members, in accordance with company policies
  • Maintain organized and up-to-date filing systems and follow-up protocols
  • Support the preparation and processing of records for archiving, ensuring compliance with records management policies and retention schedules
  • Draft, edit, and format various types of professional documents, including internal communications, reports, presentations, and correspondence
  • Operate office equipment such as photocopiers, printers, scanners, and assist staff with troubleshooting basic technical issues
  • Provide reception coverage for lunch breaks, absences, or as needed, including greeting visitors and answering phones in coordination with other administrative team members
  • Act as backup for other Administrative Assistants during vacations or absences to ensure uninterrupted administrative support across departments
  • Support department meeting setup, including IT requirements, refreshments (e.g., coffee, water), and room readiness
  • Participate in shared kitchen clean-up duties and support maintenance of a clean and organized common space for staff
  • Perform other administrative tasks and duties as assigned, demonstrating flexibility and a proactive approach to team support 
     

Skills and Qualifications:

  • Post-secondary diploma or degree in Business Administration, Office Administration, or related field, and/or a minimum of 3 years of experience in a similar administrative role, preferably supporting senior leadership
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
  • Exceptional attention to detail, particularly when managing schedules, preparing documents, and tracking follow-ups
  • Resourceful and proactive problem-solver with the ability to anticipate needs and address issues independently
  • Strong organizational skills with the ability to manage multiple priorities and deadlines
  • Excellent written and verbal communication skills
  • Strong collaboration skills with the ability to build effective working relationships across various teams and departments
  • Comfortable working in a fast-paced environment with shifting priorities while maintaining a high standard of work
  • High level of discretion and professionalism in handling confidential information
  • Experience in development, construction, government, planning & design, or the broader public sector is considered an asset
     

Salary: 

We offer a competitive salary and benefit package.


Other Considerations:

During this time, Waterfront Toronto is operating in a hybrid work environment. Employees are currently required to work in our office three days per week and have the option to work remotely for the remainder of the week. This is subject to change by the Corporation.
 

Application Process:

Candidates should email their resume and cover letter, together in one (1) PDF document to: careers@waterfrontoronto.ca, quoting File #25-22, by Thursday, September 25th, 2025.

Please indicate in your cover letter how you learned about the job posting and include the specific site or network.

We thank all applicants for their interest; however, only those selected for further consideration will be contacted.
 

Note on Future Opportunities:

While we review applications for this role, we encourage all qualifying candidates to apply. Your application may be considered for future similar opportunities that become available. By submitting your application to us, you agree that we may consider you for an upcoming similar opportunity and can reach out to you should the opportunity arise.
 

Waterfront Toronto is an equal opportunity employer, committed to representing the diversity of the city of Toronto on our team and fostering an inclusive workplace. To this effect, you are encouraged to reflect upon the diversity you would bring to the role within your application, including, but not limited to, identifying with one or more of the under-represented groups identified within the Ontario Human Rights Code. We will provide equitable treatment and accommodation to ensure barrier-free employment. If you require accommodation under the Ontario Human Rights Code or Accessibility for Ontarians with Disabilities Act, 2005 (AODA) at any stage of the recruitment process, please advise and we will work with you to meet your needs, up to the point of undue hardship.