Executive Assistant, Operations

Metrolinx; Toronto; On-site; CAD 50,000 - 65,000; Full time

Job summary

A public transportation agency in Toronto is seeking an Executive Assistant to provide essential operational support to executives. This role involves managing calendars, coordinating meetings, and handling confidential documents. The ideal candidate should have strong administrative skills and experience in supporting senior leadership. The agency values equity and encourages applications from diverse communities.

Qualifications

• Experience providing administrative and executive support services.
• Knowledge of administrative practices for senior leadership.
• Strong interpersonal and written communication skills.

Responsibilities

• Provide executive-level administrative support to executives.
• Coordinate and prioritize daily calendars for executives.
• Draft and manage confidential documents and correspondence.

Skills

Administrative support

Customer service

Analytical skills

Communication skills

Problem-solving skills

Education

Secondary school diploma with vocational/technical training

Tools

MS Office (Outlook, Word, Excel, PowerPoint)

Job description

Overview

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.

Our Operations & Safety division is seeking an Executive Assistant for the Commercial Management office to provide effective daily operational support to the assigned Executives by performing multiple administrative support tasks and coordinating daily functions and related projects. You will work with senior team members, manage Executives calendars and exercise judgment, accountability and confidentiality.

Responsibilities

• Provides executive-level administrative support (e.g. conducting research, preparing board reports, handling information requests, performing clerical functions) and exercises confidentiality in the management and release of all information
• Coordinates, sets and monitors daily calendars for the executive, prioritizing items based on an understanding of the business context (e.g. schedules meetings, arranges appointments, budgets, time and provides appropriate reminders)
• Monitors and maintains all office correspondence (e.g. e-mail, mail, courier, packages, etc.) and drafts responses to general issues; coordinates resources to support the executive in addressing identified issues; composes formats and/or edits a variety of highly confidential documents (e.g. correspondence, memos, contracts, proposals, reports, presentations)
• Arranges meetings (e.g. booking rooms, researching and preparing agendas, coordinating and distributing documentation) with senior internal and external stakeholders; synchronizes cross-functional agenda items, organizes and prepares presentations and materials for committees, board and other meetings; captures meeting notes
• Accountable for the review of memos prior to going to executives and the coordination of executive-level signatures to facilitate accurate and efficient document execution
• Provides historical resource reference by developing and maintaining organized filing systems; maintains records, locates files, documents and other information
• Acts as the assigned executive office's first point of contact for internal and external contacts to facilitate smooth, effective and accurate information flows
• Liaises and collaborates with executives and other executive and administrative assistants to communicate information and coordinate/participate in cross-functional projects
• Approves executive office expenditures within signing authority, monitors expenditures for budget compliance and gathers information for preparation of the unit's annual budget

Qualifications

• Completion of a secondary school diploma with additional vocational or technical training or a combination of education, training and experience deemed equivalent
• Demonstrated experience in providing administrative and executive support services
• Knowledge and experience applying the principles and practices of administrative and executive assistance to senior leadership
• Customer service skills to liaise with senior employees and their support staff
• Analytical and problem-solving skills to identify, address and escalate issues
• Experience using MS Office (Outlook, Word, Excel, PowerPoint) to develop and maintain appropriate filing systems and prepare a broad range of documents on behalf of executives
• Interpersonal and oral/written/presentation communication skills to compose and edit highly confidential documents and record meeting notes

Dont 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

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 or email .

Application Process

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.

For Internal applicants with the recent implementation of the Internal Mobility Policy, the internal recruitment process has changed for non-union roles. Candidates must be in their current role for 12 months prior to applying for another role, and each applicant must be in good standing (not participating in a Performance Improvement Plan). Please review all provisions of the policy before submitting your application.

Should it be determined that any background information provided is misleading, inaccurate or incorrect, Metrolinx reserves the right to discontinue with the consideration of your application.

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

WE ARE AN EQUITABLE AND INCLUSIVE EMPLOYER.

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