Executive Assistant to the Chief Strategy, Planning, and Partnerships Officer

Metrolinx; Toronto; On-site; CAD 65,000 - 90,000; Full time

Job summary

Metrolinx is seeking an experienced Executive Assistant to support the Chief Strategy & Planning Officer and Senior Manager & Advisor in our Strategy, Planning & Partnerships Division. This in-office role at 97 Front Street requires handling calendars, meetings, and confidential information.

You will coordinate complex schedules, prepare agendas, manage records, and help with internal communications and division events, partnering with senior leaders to ensure timely execution of priorities.

Qualifications

• Secondary diploma with vocational training or equivalent.
• Progressive experience supporting executives in fast-paced, complex environments.
• Advanced proficiency in Microsoft Office; experience with Oracle and SharePoint a plus.
• Excellent written and verbal communication; strong discretion.

Responsibilities

• Coordinate, sets, and monitors executive calendars; anticipate conflicts and priorities.
• Arrange meetings: rooms, agendas, documentation, stakeholders, cross-functional items.
• Provide executive admin support and maintain confidentiality of information.
• Process approvals for executives via online platforms and tools.
• Manage divisional distribution lists and internal SharePoint sites; social platforms.
• Coordinate divisional events and communications with leadership; Town Halls and newsletters.
• Prepare materials for Chief's review and ensure deadlines are met.
• Format documents and presentations for executive use.
• Serve as frontline contact for internal/external queries; ensure smooth information flows.
• Deliver proactive admin, operational, and project coordination support to Chief’s Office.

Skills

Advanced MS Office

Calendar management

Executive support

Communication

Confidentiality

Stakeholder management

Education

Secondary diploma with vocational training

Tools

Oracle

SharePoint

PowerPoint

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 (5 days per week) based at our 97 Front Street Location. 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. We offer flexibility in start and end times while maintaining core business hours for shared availability across the team.

Our Strategy, Planning & Partnerships Division is seeking an experienced Executive Assistant to provide dedicated support to the Chief Strategy & Planning Officer and their Senior Manager & Advisor. This role is responsible for delivering day-to-day executive and operational support through a broad range of administrative functions, project coordination activities, and executive office management responsibilities.

The successful candidate will interact regularly with senior leaders and key stakeholders, manage complex calendars and competing priorities, and exercise sound judgment, exceptional attention to detail, and a commitment to high-quality contributions in a highly visible executive environment. This position requires someone who is resourceful, proactive, highly organized, and comfortable taking initiative with minimal direction. The successful candidate will demonstrate professionalism and discretion in handling confidential and sensitive information.

What will I be doing?

• Coordinates, sets, and monitors calendars for the executive, proactively assessing priorities, anticipating conflicts, and making recommendations based on business context and organizational priorities.
• Arrange meetings (e.g., booking rooms, researching and preparing agendas, coordinating and distributing documentation), coordinating with senior internal and external stakeholders and synchronizing cross-functional agenda items.
• Provides executive-level administrative support and exercises confidentiality in the management and release of all information.
• Coordinates and processes approvals for executive through various online platforms and software.
• Manages divisional distribution lists, internal SharePoint/intraweb sites, and social platforms.
• Coordinates divisional events and communications (such as newsletters, Town Halls, socials, division-wide emails), in collaboration with the Chief’s office and leadership team.
• Monitors, tracks, and coordinates materials for Chief’s review to ensure they are ready by established deadlines, following up with contributors as needed.
• Formats documents and presentations.
• Acts as the assigned executive office’s first point of contact for internal and external contacts to facilitate smooth, effective, and accurate information flows.
• Delivers proactive administrative, operational, and project coordination support to the Chief’s Office and broader team, as required, ensuring the effective execution of key priorities and initiatives.

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.
• Demonstratesyears of progressiveexperienceproviding administrative and executive support services in a fast-paced, complex, and highly confidential environment.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), with demonstrated experience supporting executives through document preparation, records management, approvals (processing and tracking), and administrative coordination. Experience with Oracle and SharePoint is an asset.
• Oral/written/presentation communication skills tocompose and edit highly confidential documents and record meeting notes.
• Demonstrated ability to anticipate needs, manage competing priorities, and exercise sound judgment with minimal direction.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple deadlines, stakeholders, and competing demands.
• Strong interpersonal and relationship management skills, with the confidence and professionalism to build and maintain strong working relationships at all levels of the organization.

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.

All applicants must be legally entitled to work in Canada.

Please be advised that a Criminal Record Check may be required of the successful candidate.

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.

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