About Us
The City of Toronto Administrative Professional and Supervisory Association (COTAPSA) is a not-for-profit organization that represents nearly 8,000 non-union employees of the City of Toronto on employment related matters. COTAPSA is governed by a volunteer Board consisting of 12 Directors elected at large by the membership. COTAPSA has 4 staff consisting of an Executive Director, Executive Assistant, and 2 Senior Human Resource Consultants.
Job Overview
We are currently seeking a highly organized, proactive, and professional Executive Assistant to join our team for an 18 – 20-month maternity leave contract. This position plays a vital dual role within our organization, providing senior-level administrative support to the Executive Director, Human Resource Consultants, and the COTAPSA Board of Directors. This role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities.
Key Responsibilities
Executive and Administrative Support
- Provide senior-level administrative support to the Executive Director.
- Manage calendars, schedules, meetings, travel arrangements, and correspondence.
- Review, prioritize, and respond to inquiries as appropriate.
- Coordinate office operations and maintain administrative systems and procedures.
- Prepare reports, presentations, briefing materials, and correspondence.
- Maintain confidential records and information with the highest level of discretion.
Board and Governance Support
- Coordinate Board, committee, and staff meetings.
- Prepare agendas, meeting materials, and supporting documentation.
- Record, transcribe, and distribute confidential meeting minutes.
- Support Board elections and maintain governance records.
Member Services and Engagement
- Maintain membership records and databases.
- Respond to general member inquiries and provide information regarding Association services.
- Assist with member engagement initiatives, surveys, information webinars. and communication campaigns.
- Support membership recruitment and retention activities.
Financial and Operational Support
- Provide bookkeeping support including processing of accounts payable and receivable.
- Coordinate payroll processing and related remittances.
- Support annual audits and monthly financial reporting.
- Maintain financial records and documentation.
Communications and Stakeholder Relations
- Review and edit organizational communications.
- Maintain professional relationships with members, Board representatives, City staff, vendors, and external stakeholders.
- Ensure timely distribution of information and organizational updates.
- Ensure compliance with applicable by-laws, policies, and record retention requirements.
Human Resources Administration
- Provide administrative support to Senior HR Consultants (SHRC) including forwarding members HR/LR enquiries to SHRCs and maintaining and updating member case files in our automated system (Attio).
- Assist with HR reporting, workforce data management, and the preparation of summaries and documentation for internal use and special projects.
- Help organize information sessions on HR/LR issues.
What We Offer
- Opportunity to work closely with senior leadership and governance bodies.
- Meaningful work supporting professionals and leaders across the City of Toronto.
- Collaborative and supportive team environment.
- Hybrid work arrangement.
- Competitive compensation commensurate with experience.
How to Apply
Interested candidates are invited to submit a cover letter and resume outlining their qualifications and experience. Applications should be submitted to [email protected] by 4 pm August 10, 2026.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
COTAPSA is committed to creating an inclusive and accessible workplace. Accommodation will be provided throughout the recruitment process upon request.
Pay: $70,038.00-$85,602.00 per year
Work Location: Hybrid remote in Toronto, ON M5H 2N1
