Scheduling & Planning Coordinator

About the job

Location: Toronto City Hall and Constituency Office (1230 Kingston Road)

Position Type: Full-Time (In-person)

Reports to: City Councillor Parthi Kandavel / Chief of Staff

Job Summary:

The Scheduling and Planning Coordinator plays a vital role in the office of Councillor Parthi Kandavel, providing comprehensive scheduling, strategic planning and administrative support. This position is critical to ensuring the Councillor’s time is managed effectively and aligned with key priorities, constituent needs, and the Councillor’s strategic objectives. The ideal candidate will be a highly organized, proactive, and politically astute individual with exceptional communication and analytical skills.

Key Responsibilities:

Scheduling and Time Management

  • Manage and maintain the Councillor’s complex daily, weekly, and long-term schedule, including appointments, meetings, community events, Council sessions, committee meetings, and other commitments.
  • Proactively identify and resolve scheduling conflicts, ensuring optimal use of the Councillor’s time and alignment with strategic priorities.
  • Prepare and provide the Councillor with detailed daily itineraries, briefing notes, and all necessary background materials for scheduled appointments and events.
  • Coordinate meeting logistics, including booking rooms, arranging virtual meetings, preparing agendas, and distributing materials.
  • Liaise with City staff, constituents, community groups, external stakeholders, and other Councillors’ offices to coordinate meeting requests and appearances.
  • Manage and respond to all scheduling-related inquiries and invitations in a timely and professional manner.
  • Track and ensure follow-up on action items arising from meetings and events.

Strategic Planning and Support

  • Assist the Councillor in developing and implementing short-term and long-term plans for the ward and for advancing policy priorities at City Council.
  • Plan, track and monitor progress and completion of Councillor’s short-term and long-term tasks, responsibilities, and goals.
  • Assist in the preparation of motions, briefing notes, presentations, and correspondence related to the Councillor’s strategic objectives.
  • Support the Councillor in identifying and prioritizing key community concerns and developing strategies to address them effectively.
  • Assist in planning and coordinating community outreach initiatives, town hall meetings, and other events designed to engage constituents and advance the Councillor’s strategic priorities.

Administrative Support

  • Developing and maintaining a database of Councillor’s contacts.
  • Ensuring the Councillor’s offices and documents are organized and filed.
  • Performs additional administrative duties to assist with other personnel, including processing expenses, managing office supplies, staff timesheets and operations.
  • Any other duties as assigned.

Qualifications and Skills:

  • Post-secondary education in Political Science, Public Administration, Urban Planning, Communications, or a related field, or an equivalent combination of education and experience.
  • Proven experience in a similar role providing scheduling and administrative support to a senior leader, preferably in a political, government, or public sector environment.
  • Exceptional organizational and time-management skills, with the ability to manage multiple priorities and deadlines in a fast-paced and dynamic environment.
  • Strong understanding of municipal governance, the workings of Toronto City Council, and the current political landscape.
  • Excellent written and verbal communication skills, with keen attention to detail and the ability to produce high-quality correspondence.
  • Demonstrated ability to think strategically, analyze complex information, and identify key issues and opportunities.
  • Proactive and solutions-oriented, with strong problem-solving skills.
  • High degree of political acuity, discretion, and sound judgment in handling confidential and sensitive information.
  • Excellent interpersonal skills, with the ability to build and maintain effective working relationships with diverse stakeholders, including constituents, City staff, community leaders, and elected officials.
  • Proficiency in Microsoft Office and Google Suite and experience with database management and scheduling software.
  • Ability to work independently and as part of a collaborative team.
  • Flexibility to work occasional evenings and weekends to support the Councillor’s attendance at meetings and events.

Preferred Assets:

  • Direct experience working in a City of Toronto Councillor’s office or for another elected official.
  • Knowledge of Scarborough and its specific issues and priorities.
  • Experience with constituent management systems.
  • Familiarity with City of Toronto policies, by-laws, and procedures.
  • Experience in project coordination or event planning.

To Apply:

Please submit a cover letter and resume outlining your qualifications and experience relevant to this position to [email protected] by Friday May 16th, 2025. We thank all applicants for their interest, however, only those selected for an interview will be contacted.