Executive Assistant

MX Career Site; Toronto; On-site; CAD 60,000 - 90,000; Full time

Job summary

Metrolinx in Toronto is seeking an experienced executive administrative assistant to provide confidential administrative support to senior leaders. You will manage calendars, draft reports, coordinate travel, and prepare board materials with close attention to deadlines.

In this role you will liaise with internal and external stakeholders, maintain filing systems, and ensure smooth information flow within the executive office.

Qualifications

• Secondary school diploma with vocational/technical training.
• Demonstrated years of progressive experience providing administrative and executive support services.
• Knowledge and experience applying the principles and best practices of administrative and executive assistance to senior leadership.
• Basic knowledge of project management principles.
• Strong prioritization, time management and problem-solving skills.
• Sound knowledge of modern office methods, procedures, practices and equipment as well as research methods and techniques.
• Sound judgement, excellent organizational, interpersonal, oral and written communication skills to liaise with internal and external stakeholders.
• Ability to effectively handle several responsibilities at once, under minimal supervision.
• Supervisory skills to coordinate and direct departmental administrative/office support activities and provide advice, guidance and direction regarding departmental administrative procedures, protocol and policies.
• Proficiency in the use of a personal computer and software applications and computer capacity relevant to the work (e.g. Outlook, Word, Excel, PowerPoint, Access) to develop and maintain appropriate filing systems and prepare a broad range of documents on behalf of executives.
• Strong interpersonal and communication skills to compose and edit highly confidential documents and record meeting notes.

Responsibilities

• Provide executive-level administrative support and exercise confidentiality in the management and release of all information.
• Coordinate, set, and monitor daily calendars for the executive prioritizing items based on an understanding of the business context.
• Maintain follow-up through a "bring forward" system to ensure that action requested on all correspondence results in a timely completion of responses.
• Monitor and coordinate document preparation ensuring that documents are ready by established deadlines. Compile, proofread, and format board reports and other documents and presentations.
• Coordinate arrangements for travel, meetings and other requests with senior internal and external stakeholders.
• Participate in meetings as required to take notes on action-items, and following up to ensure appropriate action is taken.
• Facilitate thecontinuous operation and availability of the unit’s office equipment.
• Act as the assigned executive office’s first point of contact for internal and external contacts to facilitate smooth, effective, and accurate information flows.
• Assess incoming requests and inquiries from internal and external stakeholders, including senior level stakeholders, and respond directly or elevate issue; research issues and prepare draft responses.
• Research topics and develop summaries / reports using internal and external resources.
• Investigating, expediting and follow-ups for various matters within the unit as required.
• Maintain relevant corporate manuals, policies, and procedures.
• Administer the processing office supplies, courier services, etc., control of the departmental credit card, payment of associated invoices, etc., and related matters.
• Approve executive office expenditures within signing authority, monitor expenditures for budget compliance, and gather information for preparation of the unit’s annual budget.
• Performing secretarial duties as required.

Skills

Prioritization

Time management

Problem solving

Organizational skills

Interpersonal skills

Oral communication

Written communication

Multitasking

Supervisory skills

Education

Secondary school diploma + vocational/technical training

Equivalent combination of education/training/experience

Tools

Outlook

Word

Excel

PowerPoint

Access

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.

This role is an in-office position based at 97 Front Street/20 Bay Street, Toronto. Our team is highly collaborative, and much of our work benefits from in person co creation, relationship building, and hands on partnership with leaders across the organization.

What will I be doing?

• Provide executive-level administrative support and exercise confidentiality in the management and release of all information.
• Coordinate, set, and monitor daily calendars for the executive prioritizing items based on an understanding of the business context.
• Maintain follow-up through a "bring forward" system to ensure that action requested on all correspondence results in a timely completion of responses.
• Monitor and coordinate document preparation ensuring that documents are ready by established deadlines. Compile, proofread, and format board reports and other documents and presentations.
• Coordinate arrangements for travel, meetings and other requests with senior internal and external stakeholders.
• Participate in meetings as required to take notes on action-items, and following up to ensure appropriate action is taken.
• Facilitate thecontinuous operation and availability of the unit’s office equipment.
• Act as the assigned executive office’s first point of contact for internal and external contacts to facilitate smooth, effective, and accurate information flows.
• Assess incoming requests and inquiries from internal and external stakeholders, including senior level stakeholders, and respond directly or elevate issue; research issues and prepare draft responses.
• Research topics and develop summaries / reports using internal and external resources.
• Investigating, expediting and follow-ups for various matters within the unit as required.
• Maintain relevant corporate manuals, policies, and procedures.
• Administer the processing office supplies, courier services, etc., control of the departmental credit card, payment of associated invoices, etc., and related matters.
• Approve executive office expenditures within signing authority, monitor expenditures for budget compliance, and gather information for preparation of the unit’s annual budget.
• Performing secretarial duties as required.

What Skills and Qualifications Do I Need?

• Completion of a secondary school diploma with additional vocational or technical training– or a combination of education, training and experience deemed equivalent
• Demonstrated years of progressiveexperienceproviding administrative and executive support services
• Knowledge and experience applying the principles and best practices of administrative and executive assistance to senior leadership
• Basic knowledge of project management principles
• Strong prioritization, time management and problem-solving skills to identify, address, and elevate issues
• Sound knowledge of modern office methods, procedures, practices and equipment as well as research methods and techniques
• Sound judgement, excellent organizational, interpersonal, oral and written communication skills toliaise with internal and external stakeholders
• Ability to effectively handle several responsibilities at once, under minimal supervision
• Supervisory skills to coordinate and direct departmental administrative/office support activities and provide advice, guidance and direction regarding departmental administrative procedures, protocol and policies
• Proficiency in the use of a personal computer and software applications and computer capacity relevant to the work (e.g. Outlook, Word, Excel, PowerPoint, Access) to develop and maintain appropriate filing systems and prepare a broad range of documents on behalf of executives
• Strong interpersonal and communication skills tocompose and edit highly confidential documents and record meeting notes

Don’t Meet Every Requirement?

If you’re excited about working with Metrolinx but your past experience doesn’t quite align with every qualification of this posting, we encourage you to apply. You just might be the right candidate for this or other roles. We are always looking for great talent to join our team.

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.

Accommodation:

Metrolinx is an equal opportunity employer and committed to a diverse and inclusive workforce. We are also committed to offering reasonable accommodation to job applicants in accordance with applicable legislation. If you require assistance or an accommodation at any point during the hiring process, please contact us at: 416-202-5601 or email [e-mail].

WE ARE AN EQUITABLE AND INCLUSIVE EMPLOYER.