Job ID #32360: Administrative Coordinator

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #32360: Administrative Coordinator
• Union: Non-Union
• Job Description ID #: 40
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-cityby 4:00 p.m. on November 18th, 2026.
• Duration:  Up to 24 months
• Vacancy type: This posting is for an existing vacancy 
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  

Reporting to General Manager, coordinates the provision of overall administrative services for the department. Performs all duties related to the position of confidential Assistant to the General Manager, generally assuming responsibility for administration of the office and related functions.

GENERAL DUTIES

Acts as a trusted advisor and gatekeeper to the General Manager, exercising critical thinking and independent judgment on information flow, priority setting, and escalation and providing confidential administrative support by anticipating information and other requirements and ensuring they are fully prepared to conduct their day-to-day activities.

Delivers meaningful organizational value by improving processes, anticipating needs, crafting innovative solutions, and enabling the execution of strategic priorities that amplify the department’s performance and extend the capacity of the  General Manager.

Coordinates initiatives and project manages programs and proposals assigned by the General Manager, ensuring they are clearly understood, communicated, and completed successfully.

Monitors strategic initiatives, emerging risks, and operational pressures to proactively identify issues requiring General Manager awareness, action, or escalation.

Follows up with leadership and staff on outstanding deliverables, commitments, action items, and deadlines to support timely execution of departmental and corporate priorities.

On behalf of the General Manager, as required, directly liaises with elected officials, media, City Leaders, and internal and external contacts, to investigate and respond to inquiries or Freedom of Information (FOI) requests, process confidential matters, and follow up as needed in a timely and professional manner.

Prepares, composes and proofreads correspondence on a variety of matters, both confidential and routine. Prepares replies on routine and non-routine matters for the consideration/signature of the General Manager.

Supports execution of corporate strategy by coordinating, reviewing, researching, preparing and tracking Standing Committee and Council reports, monitoring compliance with timelines. Identifies, investigates and escalates discrepancies or concerns, maintains oversight of departmental commitments by inputting and updating the Standing Committee’s Outstanding Business List, distributing follow-ups, and tracking action items to ensure staff are attending to the directions of Council. Applies confidentiality, high political acuity and neutrality when interacting with elected officials.

Organizes, coordinates, and participates in Department Leadership Team meetings and other meetings/events on behalf of the General Manager, including agenda development, documentation (minutes), action tracking, and logistics management (facilities, equipment, catering, and participant coordination).

Applies in‑depth knowledge of each Divisional section within the Department to provide guidance and advice to technical, professional and leadership staff, fostering collaboration, breaking down silos, and supporting integrated corporate outcomes.

Represents the office of the General Manager on interdepartmental committees dealing with administrative matters, as required.

Collaborates with Administrative Coordinators across the Organization to align Departments as ‘One City’, ensuring adherence to enterprise tools, templates, and processes in compliance with corporate standards.

Provides leadership, guidance, onboarding, training, and mentorship to all Director level Administrative Assistant staff across the Department, promoting consistency, professionalism, knowledge sharing, and adherence to corporate administrative practices and standards.

Ensures continuity of department office operations by establishing administrative practices, documenting procedures, maintaining operational readiness, and coordinating administrative coverage during absences or peak operational periods.

Enables the General Manager to focus on highest‑value priorities by managing the calendar of appointments and meetings and protecting their time by evaluating requests for urgency and importance to ensure suitable prioritization.

Assists in the preparation of the Department’s annual budget by coordinating and consolidating information from the various Divisions.

Ensures timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account numbers, availability of funds and ensures appropriate terms of purchase and leases are exercised.

Coordinates and arranges all travel, conference and course arrangements, processes travel advances and follows up as appropriate.

Maintains Departmental records and information in accordance with established records and information management practices, legislative requirements, and corporate retention schedules, ensuring accurate filing, secure storage, and timely disposition of records.

Maintains attendance records for the Department ensuring a suitable approval and recording process is in place.

Supports implementation and consistent use of enterprise systems, digital records practices, and hybrid meeting tools within the Department. Identifies opportunities to improve administrative efficiency through automation, standard templates, or workflow redesign.

Assists in the acquisition and coordination of administrative/office services relating to office space, office equipment, computer and telephone systems.

Performs a wide variety of assigned work with a minimum of direction and supervision, working independently on multiple priorities and ensuring deadlines are adhered to and established procedures followed.

Performs other duties without supervision which are directly related to the responsibilities of the position.

Works in accordance with the provisions of applicable health and safety legislation and all City of Hamilton corporate and departmental policies and procedures related to occupational Health and Safety.

QUALIFICATIONS

1. Previous business office experience related to duties listed above, normally acquired through the completion of an Office Administration Program or an equivalent combination of education and progressive work experience at a senior administrative level. 
2. Must possess strong diplomacy and conflict‑management skills, with the ability to remain calm, composed, and professional under pressure, manage politically sensitive situations, and navigate complex interpersonal dynamics. 
3. Must possess exceptional written, verbal, and listening communication skills with the demonstrated ability to communicate clearly, professionally, and diplomatically with diverse audiences, including senior leadership, elected officials, staff, and the public.
   
4. Must have advanced organizational and multitasking abilities with demonstrated adaptability in a fast-paced, evolving environment and a proven ability to manage competing priorities, respond to emerging issues, and adapt to rapidly changing demands while maintaining efficiency, accuracy, and continuity of work.
   
5. Must demonstrate strong time‑management and prioritization skills, with the ability to assess urgency and impact, manage high‑volume workloads, and support executive focus by minimizing distractions and ensuring timely completion of critical tasks. 
6. Proven ability to utilize strong critical‑thinking and analytical skills, with the ability to anticipate and assess scenarios, exercise independent judgment, and recommend or implement solutions within municipal policies and guidelines. 
7. Must demonstrate they ability to identify process improvement opportunities, streamline workflows, and support implementation of administrative or operational enhancements.
   
8. Proven ability to maintain the highest level of confidentiality, integrity, and discretion, handling sensitive and privileged information in accordance with legislative requirements, corporate policy, and professional ethics. 
9. Demonstrated attention to detail and accuracy, including the ability to review, proofread, and verify documents, correspondence, and information to ensure completeness, quality, and professional standards are met. 
10. Must possess a high level of proficiency with office technologies and digital tools, with the ability to adapt to new systems, identify efficiencies, troubleshoot common technical issues, and leverage technology to improve processes and communication.
    
11. Must be familiar with Corporate policies and procedures.
    
12. Must be proficient in modern workplace productivity and collaboration tools, including Microsoft 365 applications such as Outlook, Word, PowerPoint, Teams, Excel, and SharePoint.  Experience working with enterprise financial and human resources information systems (Enterprise Resource Planning (ERP), Human Resources Information System (HRIS), Learning Management System (LMS)) is considered an asset. 
13. Must demonstrate professionalism and executive presence, with the ability to represent the City and the Office with confidence, sound judgment, and polished communication, both internally and externally. 
14. Knowledge of general accounting principles with the ability to monitor financial resources and process related financial transactions.
    
15. Experience in a related environment would be an asset.

THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.  If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.