Councillor's Administrative Assistant

Req ID: 28712

Vacancy Type: Temporary

Contract Duration: November 14, 2030

Number of Positions: 1

Closing Date: 11/09/2026

Job Summary

Under the general direction of the Councillor and functional guidance of the Councillor’s Executive Assistant the Administrative Assistant, Ward 3 will carry out the daily duties of the Council Office.

The successful candidate will be considered for the duration of the Elected Official’s term of Office. The current term ends November 14, 2030. There will be an opportunity for renewal should the Elected Official remain in office for another term.

This position is eligible for the following benefits: Three Weeks Vacation, Two Personal Paid Days, Extended Health Care (Vision, Prescriptions, Paramedical, etc), Dental Care, Basic Employee Life Insurance, Accidental Death & Dismemberment, Optional Life Insurance, Optional Critical Illness Insurance and eligible to elect to join the OMERS Pension Plan.

Duties and Responsibilities

The successful candidate will:

• Ensure the Councillor is relieved of all administrative details as it relates to the day-to-day running of the office.
• Assume primary responsibility for the review and distribution of all incoming mail, faxes, e-mails and telephone inquiries to appropriate staff member.
• Forward inquiries, which are not routine or general, to Executive Assistant for follow-up and action.
• Receive and respond to in-person, telephone and email inquiries from the public.
• Drafting correspondence on behalf of the Councillor (written).
• Updating and maintaining spreadsheets and databases, and data entry.
• Photocopying, opening and distributing mail, and other general clerical duties.
• Maintaining and updating the Councillor’s contact list.
• Maintaining the Councillor’s social media, website, and any public communications.
• Budget monitoring experience required.
• Working knowledge in a Windows environment with experience in the Internet and web posting.
• Attend, assist, and note taking in the organization of events.
• Liaise with other Councillors, Councillors Assistants, senior management, other government officials, constituents and community representatives as required.
• General office support activities with the Councillor’s Executive Assistant.
• May undertake other activities consistent with the requirements of the Councillor’s office.

Skills and Qualifications

• Post- secondary education with two to five years’ experience in an administrative related position.
• Knowledge of the City sufficient to obtain information in response to constituent questions and issues and to refer constituents.
• Knowledge of the mandate and structure of Council and its committees.
• Knowledge of various MS Office applications including Word, PowerPoint, Excel, and Outlook
• Knowledge of office systems and procedures.
• Energetic, motivated and a self-starter.
• Deal effectively with time frames and deadlines, and work effectively under pressure.
• Deal effectively with people under circumstances where the other party can be highly irate and unreasonable.
• Strong ability to multitask and take on a variety of assignments.
• Organize, prioritize and manage tasks and responsibilities toward timely completion, adjusting priorities as required.
• Ability to maintain composure in stressful and difficult situations.
• Ability to demonstrate a high level of tact and diplomacy when dealing with constituents, other Councillors, senior management, different levels of government, etc.
• Excellent written and oral communication and listening skills.

Hourly Rate/Salary: $34.19 - $45.59 (Based on Salary Grade C $62,228.00 - $82,974.00)

Grade: TC

Hours of Work: 35 hours per week

Work Location: 300 City Centre Drive

Hybrid Workplace

Department/Division/Section: CMO/City Manager's Office , CMO/Mayor Office Staff ,

Non-Union/Union: Non Union

Applicants applying to this posting may be considered for the same position(s) should another vacancy occur within six months from the date of this posting, unless the requirement to repost is expressed differently in a Collective Agreement.

If you are selected for an interview and your proposed transfer or promotion results in a real or perceived conflict of interest in relation to the Employment of Relatives Corporate Policy and Procedure, you must notify the Human Resources Representative as soon as possible.

If you are selected for an interview you are expected to disclose all current positions held in the City, whether full time or part time.

AI (Artificial Intelligence)

The City of Mississauga may use artificial intelligence (AI) technology in sourcing and/or screening candidates for some positions; however, it is not used in selecting final candidates

Candidates are expected to complete interviews independently to ensure an equitable assessment. The use of AI-generated responses, AI assistants, transcription tools, or third-party coaching technologies during interviews is prohibited, unless supported by an approved accommodation and may result in disqualification from the recruitment process.

Accommodations

The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.

If selected to participate in the recruitment, selection and/or assessment process, please complete the following Accommodation Request Form and have it emailed to recruitment.accommodation@mississauga.ca citing the Job ID and Job Title. This will inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

Equity, Diversity and Inclusion

The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.

Learn more about the City’s commitment to Equity, Diversity and Inclusion.