Administrative Assistant, CPG Ontario Line

Metrolinx; Canada; On-site; CAD 50,000 - 60,000; Full time

Job summary

A government agency in Ontario is seeking an Administrative Assistant to support the Project Delivery Team. This role involves managing calendars, scheduling meetings, and performing administrative tasks to ensure seamless project execution. The ideal candidate should have strong organizational skills and experience in a fast-paced office environment. This full-time position requires presence at the office five days a week.

Qualifications

• Experience in providing administrative support to a busy office environment.
• Ability to prioritize multiple tasks against tight deadlines.
• Excellent oral and written communication skills.

Responsibilities

• Provide administrative support and manage calendars for Directors.
• Arrange and monitor boardroom bookings and teleconferences.
• Update shared resources and maintain electronic files.

Skills

Administrative support

Time management

Interpersonal skills

Customer service

Organizational skills

Education

Completion of secondary school

Related courses/training

Tools

MS Office Suite

SharePoint

MS Teams

Job description

Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto’s subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario.

At Metrolinx, equity, diversity and inclusion are essential to living our values of serving with passion, thinking forward and playing as a team.

Job Description

The Rolling Stock, Systems, Operations and Maintenance (RSSOM) Ontario Line team is seeking an Administrative Assistant to provide comprehensive day-to-day support to the Project Delivery Team. This role involves performing a broad range of administrative functions and coordinating daily operations related to design, construction and manufacturing to ensure smooth project execution. The Administrative Assistant will primarily support three Directors within Project Delivery, along with their extended teams.

Responsibilities

• Provide administrative support, manage calendars, schedule meetings for Directors and team members, ensuring optimal time management and conflict resolution.
• Arrange boardroom bookings, teleconferences, and hybrid meetings involving multiple internal and external stakeholders.
• Monitor and replenish office supplies, process requisitions and coordinate with vendors for timely replacements.
• Maintain and update electronic files, office templates, and shared resources (e.g., staff directories, organizational charts, floor plans).
• Assemble and format correspondence, briefing notes, and meeting materials for distribution to senior leadership and teams.
• Liaise with external stakeholders in a fast-paced, deadline-driven environment, maintaining a high level of responsiveness and discretion.
• Collaborate with cross-functional teams and external partners to support operational and project-related activities.
• Assist with onboarding new employees and contractors, including orientation scheduling, access setup, and welcome documentation. Ensure all required hardware, software, and IT credentials are ready prior to start date.
• Provide backup support to the Executive Assistant, including coverage during absences and assistance with executive-level tasks.
• Track and follow up on action items from meetings, project tracking, task coordination ensuring timely completion and communication.
• Maintain confidentiality of sensitive information and adhere to organizational policies and privacy regulations.
• Support internal communications by updating team distribution lists, dashboard, and shared platforms (e.g., SharePoint, MS Teams).
• Coordinate logistics for team events, workshops, and training sessions, including room setup, and materials preparation.

Conditions of Work

• This is a full-time, in-person role based at 2 Queen Street East, with attendance required five days per week.
• Occasional travel to other offices and project sites may be required to support operational needs.
• Working hours may extend beyond the typical 9:00 AM to 5:00 PM schedule during peak periods or to meet project deadlines.

Qualifications

• Completion of secondary school, plus additional related courses/training – or a combination of education, training and experience deemed equivalent
• Demonstrated experience in providing administrative support to a busy office environment
• Independent and flexibility to prioritize workloads and manage multiple tasks against tight deadlines
• Experience in administrative or office support roles, preferably within infrastructure, engineering, transit, or public sector environments.
• Experience with computer applications (e.g., MS Office Suite (Outlook, Word, Excel, PowerPoint, Visio, etc.), and other application software
• Organizational skills and attention to detail to organize the assigned office in compliance with corporate administrative policies and processes
• Interpersonal, customer service, and excellent oral/written communication skills to respond to or direct enquiries, interact with and provide support to all staff levels, and to generate a variety of correspondence, reports and documents
• CAPM or PMP training or designation is an asset, reflecting knowledge of project coordination.

Metrolinx is an equitable and inclusive employer. We invite all interested individuals to apply and encourage applications from members of equity-deserving communities, including those who identify as Indigenous, Black, racialized, women, people with disabilities, and people with diverse gender identities, expressions and sexual orientations.

We value the unique skills and experiences each person brings to Metrolinx and are committed to creating and maintaining an inclusive and accessible environment. We are committed to the requirements of the Accessibility for Ontarians with Disabilities Act so if you require accommodation during the hiring process, please let our Recruitment team know by contacting us at: 416-202-5601 or email [e-mail].

All applicants must be legally entitled to work in Canada. Metrolinx will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time-sensitive correspondence, we recommend that you check your email regularly. If no response is received, we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.