Metrolinx Hiring for Administrative Assistant, Regional Planning 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 Regional Planning Office Within Planning & Development Division is looking to hire an Administrative Assistant to perform a wide range of administrative duties including coordinating various day-to-day functions and related projects to support the effective and efficient day-to-day operation of the team and to provide administrative support.

What will I be doing?

• Provides professional administrative support for management and senior staff including the preparation and development of various documents such as bulletins, policies, reports, charts, graphics, and presentations.
• Provides administrative support services by: opening, perusing and tracking incoming correspondence, reports, packages etc. to determine confidentiality and distribution to other program staff; highlighting items by degree of urgency and providing relevant background documentation and information; minute-taking and distribution.
• Maintains critical filing up to date using Metrolinx e-filing systems.
• Assists in the coordination and compilation of packages for meetings, ensuring materials are accurate and up-to-date, and collating/photocopying materials in appropriate format for distribution.
• Coordinates and maintains boardroom bookings (including required meeting/presentation equipment and documentation), travel and accommodation arrangements, and meetings, ensuring all materials are distributed in a timely manner.
• Prepares and submits expenses, reconciles p-card purchases.
• Conducts procurement activities for the office (e.g. purchasing office supplies, and other goods and services, verifying invoices and bringing discrepancies to the managers’ attention with recommendations for resolution), in compliance with corporate procedures.
• Researches data sources (e.g. legislation, briefing/program materials, internet searches) and prepares summary documentation to support departmental projects and initiatives.
• Attends and prepares meeting minutes for staff and management meetings.
• Undertakes a variety of administrative tasks as directed by the Manager(s), Director(s), and/or Vice President.
• Acts as back-up support to Executive Assistants in their absence

• Completion of high school diploma and a post-secondary certificate program in office administration, or any combination of training, education, and experience deemed equivalent.
• Minimum two (2) years related experience providing administrative services.
• Experience with procurement processes to maintain office supplies inventories and keep office machines in good working order.
• Experience with maintaining and reconciling office budgets; budgeting and reconciliation, including the use of spreadsheets to track expenses and create financial reports is key.
• Strong multi-tasking and organizational skills with the ability to prioritize effectively.
• Experience managing calendars, coordinating meetings and agendas, and taking minutes.
• Experience developing correspondence and presentations for senior level staff using standard office Microsoft Office software; Strong computer/technical skills with the ability to learn new software programs quickly.
• Strong communication (verbal and written), time management, and organizational skills.

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.

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

AN EQUAL OPPORTUNITY EMPLOYER