Coordinator Administration/Executive Assistant in Windsor, Ontario at City of Windsor

Forward. Together. — Discover a career that connects purpose with possibility. At the City of Windsor, our employees thrive in a collaborative environment that values organizational excellence, community impact, and offers competitive benefits that supports professional growth. Located in Southwestern Ontario on the banks of the Detroit River and Lake St. Clair, Windsor is just minutes from downtown Detroit, Michigan and the north shores of Lake Erie, which is home to over 25 local wineries, craft breweries and distilleries. Windsor boasts world class entertainment, state-of-the-art facilities, iconic food, temperate climate, magnificent waterfront parks & gardens and an innovative workforce with demonstrated capacity in automotive, advanced manufacturing, transportation, life sciences, education and tourism. With affordable living, a diverse community, and a growing economy, Windsor offers a lifestyle as fulfilling as the work we do. Come join a team that reflects the city it serves.

Job Title: Coordinator Administration/Executive Assistant
Job Posting Number: 2026-0216
Posting Type: Internal & External
Posting Period: Friday, June 19, 2026, at 8:30 a.m. to Thursday, June 25, 2026, at 4:30 p.m.
Department: Transit Windsor
Union: Non-Union
Position Status: Temporary Full-Time
Job Code: NTW006
Grade/Class: NU08
Number of Positions: 1
Rate of Pay: $78,921.36 to $95,929.84 annually

Responsibilities include:

• Processing reports, correspondence of confidential nature and communications for regular and in-camera council agendas and standing committees and updates reports in Agenda.NET and LiveLink.
• Reviewing and processing CAO and CAOP reports to be submitted to the CAO for approval.
• Maintaining contact with other municipalities and public/private sectors for information gathering and sharing of data as appropriate.
• Receives, logs, and tracks confidential grievance submissions and distributes to appropriate parties, and coordinates the scheduling of grievance hearings.
• Ensuring efficient dissemination and systematic follow-up of information; processing travel and business expense vouchers; maintaining designated files with a thorough follow-up system.
• Inputting budget and monitoring variances with the Executive Director, Transit Windsor.
• Coordinating facility work orders; maintains logs of all departmental equipment;
• Conducting research and preparing reports on behalf of the Executive Director, Transit Windsor and ensures all relevant backup material is available in an orderly fashion.
• Supporting communication activities such as scheduling, organizing, and ensuring that project target dates and/or deadlines are met.
• Maintaining appropriate follow up, log and updates on departmental contracts and required time sensitive memos/reports/information.
• Screening incoming calls and redirecting to other management staff when appropriate to enhance departmental efficiency.
• Taking and distributing minutes at various meetings called by the Executive Director, Transit Windsor as well as maintaining a thorough follow-up system.
• Receives, logs and distributes health & safety complaint forms, prepares and circulates meeting packages, including agendas and supporting materials, and acts as recording secretary for the committee.
• Will be the administrative backup in the absence of the Senior Manager, Administration & Customer Experience.
• Will perform Occupational Health & Safety duties as outlined in the Corporation’s Health and Safety Program.
• Will perform other related duties as required.

Qualifications:

• Must have a post-secondary community College diploma in Office/Business, Human Resources, Public Administration or related field or Ontario Ministry of Education equivalencies and a minimum of two (2) years of senior administration experience in a computerized office environment with operating knowledge of Microsoft Suite of Products including Word, Excel, SharePoint, and Outlook;
• Must have the ability to travel to offsite locations in a timely and expedient manner as required. If method of travel is by vehicle, a current, valid and lawful Driver’s License is required in accordance with the Highway Traffic Act and must provide a driver’s abstract as a condition of employment;
• Must have experience with PeopleSoft HRMS and/or Financials;
• Must be both self-motivated and a team player;
• Must have excellent organizational and multi-tasking capabilities;
• Must be tactful and have excellent public relations skills;
• Must be capable of working with a minimum level of supervision;
• Should have knowledge of the Occupational Health and Safety Act, its regulations and knowledge of the hazards associated with work;
• Knowledge and experience with corporate human resources, payroll in a multi-union environment, and financial systems will be considered a definite asset;
• PowerPoint experience will be considered an asset;
• May be required to lift up to 30 lbs.

Physical Demands:

The physical demands analysis associated with this job indicates a sedentary level of work.

The City of Windsor is an equal opportunity employer committed to fostering a workplace that reflects the diverse community we serve.

Note:

• We offer a smoke-free and scent-safe office environment
• Personal information is collected under the authority of the Municipal Act, c. 25 as amended, and will be used to determine eligibility for employment.

In accordance with the Accessibility for Ontarians Act, 2005 and the Ontario Human Rights Code, the City of Windsor 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 inform the City of Windsor Human Resources staff of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.