Job Posting: Administrative Coordinator

Position: Administrative Coordinator
Term: Fulltime
Location: Toronto, Ontario, Canada
Reporting to: Executive Assistant to the CEO
Vacancy Status: Existing Vacancy 

 

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 Coordinator

Waterfront Toronto is seeking an Administrative Coordinator to provide high‑level administrative and operational support for Board and Board Committee activities. Working closely with the Executive Assistant, the Administrative Coordinator will support the coordination, preparation, and organization of meeting materials, schedules, and documentation to ensure effective governance processes. The role will also provide direct administrative support to the Chief Executive Officer, including managing the CEO’s calendar, coordinating meetings, and handling scheduling priorities with a high degree of accuracy, discretion, and professionalism.
 

Key Responsibilities:


1. Board Administration Assistance

  • Maintain the annual calendar of Board and Committee meetings, including corresponding workplans.
  • Prepare and distribute meeting notices and support the scheduling and coordination of Board and Committee meetings.
  • Compile materials for Board and Committee meeting packages, Board manuals, and other various documents via the Board portal.
  • Coordinate meeting logistics and provide on‑site meeting setup and support, as required.
  • Support the General Counsel in the application of governance best practices, including onboarding and orientation for new directors, annual reviews of Board and Committee mandates and effectiveness, and ongoing director education.
  • Ensure compliance with legal and regulatory requirements related to Board activities, all while maintaining confidentiality of sensitive information and documents.
     

2. Legal Team Support

  • Provide administrative and coordination support to the General Counsel and Legal Department, including the preparation and organization of legal documents, coordination of meeting schedules, and logistical support to ensure the efficient day‑to‑day operation of the legal function.
  • Support the processing of Purchase Requisitions and Service Change Orders, ensuring accuracy and adherence to established procedures.
     

3. CEO Office Support

  • Plan, organize, and manage the Chief Executive Officer’s daily activities, including proactive calendar and schedule management.
  • Coordinate and prioritize requests for meetings and speaking engagements, and facilitate meeting arrangements with internal teams and external stakeholders.
  • Act as a primary point of contact and gatekeeper for the CEO by managing the flow of information, assessing priorities, and resolving matters that do not require direct CEO involvement.
  • Provide additional administrative support to the CEO, as required, including conducting research, preparing reports, and compiling or analyzing information.
  • Prepare and submit the CEO’s expense claims and coordinate approvals related to public relations, stakeholder correspondence, and invoices, as required.
  • Serve as a backup to the Executive Assistant and other Administrative Assistants, providing coverage and support as needed.
     

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.
  • Demonstrated strong organizational, planning, and time‑management skills, with the ability to work independently and meet deadlines effectively.
  • Proven ability to manage multiple tasks simultaneously, prioritize competing demands, and maintain a high level of attention to detail and accuracy.
  • Excellent written and verbal communication and interpersonal skills, with the ability to interact professionally and confidently with senior executives and Board members.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Exceptional attention to detail, particularly when managing schedules, preparing documents, and tracking follow-ups.
  • High level of discretion and professionalism in handling confidential information.
  • Strong knowledge of standard office and administrative practices, procedures, and professional correspondence protocols.
  • Experience in development, construction, government, planning & design, or the broader public sector is considered an asset.
  • Experience supporting Boards of Directors and using board management systems (such as BoardEffect) is considered an asset.
     

 Salary: 

$61,238 – $72,000 annual base salary 
*This represents the expected hiring range and does not represent the full pay range for this position. The salary offered may be higher than the posted range depending on several factors such as relevant skills, qualifications, and experience.
 

What We Offer: 

  • Comprehensive Health & Dental Coverage – 100% employer-paid
  • Employee Assistance Program (EAP) – Confidential support for employees and their families – 100& employer-paid
  • Paid Time Off – Vacation, personal, and sick days 
  • Retirement Savings – Employer-matching RSP program – up to 6% of base pay
  • Professional Growth – Learning & development reimbursement for memberships, conferences, and courses
  • Employee Discount – Access to discounts for various retailers through Perkopolis

 

Work Location:

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 #26-07, by Thursday, April 9, 2026. 

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.
 

Prohibitions in the Hiring Process:

To ensure the integrity, fairness, and confidentiality of the recruitment process, candidates are required to complete all stages of the hiring process independently. The use of artificial intelligence tools (including, but not limited to, ChatGPT, Microsoft Copilot, or similar technologies), third‑party assistance, or external resources is strictly prohibited in the preparation or submission of application materials, assessments, or interview responses. 

All submissions must reflect the candidate’s own qualifications, skills, and experience. Interview questions, assessments, and related hiring materials are confidential and must not be shared, reproduced, or disclosed to any third party. Failure to comply with these requirements may result in disqualification from the recruitment process.
 

Note on Future Opportunities:

While we review applications for this role, 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.
 

Diversity, Equity, and Inclusion:

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.
 

AI Disclaimer: 

AI-assisted tools may be used by Waterfront Toronto to support and streamline parts of the recruitment process. However, all applications are individually reviewed, and all hiring decisions are made by our human team to ensure fairness and accuracy.