Hiring for Executive Assistant, Office of the CEO Job at Toronto Full Time

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.

We embody our values in everything that we do. We Serve with Passion, Think Forward, and Play as a Team. If you can relate, we want to hear from you!

Our Office of the CEO is currently seeking an Executive Assistant to join their team. The Executive Assistant provides effective and efficient day-to-day operational and personal (for CEO’s Office only) support to the assigned Executive by performing a wide range of administrative support functions, and coordinating day-to-day functions and related projects. Interacts with senior stakeholders, manages Executive’s calendar, and exercises judgment, accountability, and confidentiality.

What will I be doing?

• 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 and/or edits a variety of highly confidential documents (e.g. correspondence, memos, contracts, proposals, reports, presentations)
• Monitors and coordinates document preparation, ensuring that documents are ready by established deadlines. Compiles, proofreads, and formats board reports and other documents and presentations
• Arranges meetings (e.g. booking rooms, researching and preparing agendas, coordinating and distributing documentation), coordinating 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
• Arranges corporate travel (e.g. documentation related to conferences and conventions, general business travel, flight itineraries, hotel accommodations), adhering to corporate travel requirements and processes
• Provides historical resource reference by developing and maintaining organized filing systems; maintains records, locates files, documents and other information
• Facilitates the continuous operation and availability of the unit’s office equipment
• Acts as the assigned executive office’s first point of contact for internal and external contacts to facilitate smooth, effective, and accurate information flows
• Assesses incoming requests and inquiries from internal and external stakeholders, including senior level stakeholders, and responds directly or escalates issue; researches issues and prepares draft responses
• Greets and screens incoming visitors and telephone calls to provide routine and general information, or redirect matters
• Liaises and collaborates with executives and other executive and administrative assistants to communicate information, and coordinate / participate in cross-functional projects
• Researches topics and develops summaries / reports using internal and external resources (e.g. consultants, government boards, ministries, other transit properties, and regional municipalities)
• Maintains relevant corporate manuals, policies, and procedures
• Approves executive office expenditures within signing authority, monitors expenditures for budget compliance, and gathers information for preparation of the unit’s annual budget
• Advises other employees on topics related to the incumbent’s area of expertise, but does not guide employees in their day-to day activities

• Completion of a secondary school diploma with additional vocational or technical training – or a combination of education, training and experience deemed equivalent
• Minimum four (4) years’ progressive experience 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
• Supervisory skills to coach administrative staff (Human Resources only)
• Experience using MS Office (e.g. 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

Accommodation:
Accommodation will be provided throughout the hiring process, as required. Applicants must make their needs known in advance.

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

Metrolinx employees are required to be fully vaccinated against COVID-19 in accordance with Metrolinx’s Mandatory COVID-19 Vaccination Policy as a condition of being eligible for the recruitment process. Proof of COVID-19 vaccination will be required. If you are not able to obtain COVID-19 vaccination for a reason related to a protected ground of discrimination under applicable human rights legislation, you can request accommodation from Metrolinx.

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

AN EQUAL OPPORTUNITY EMPLOYER