Executive Assistant, Commercial

Greater Toronto Airports Authority•Toronto, ON

16d•Hybrid

About The Position

The Greater Toronto Airports Authority (GTAA) is seeking an Executive Assistant to provide administrative support to the Chief Commercial Officer (CCO) and the senior leadership team. This role involves serving as the primary point of contact for the CCO, managing projects, and communicating effectively with internal and external stakeholders. The ideal candidate will be a proactive problem solver with strong judgment regarding confidential information and the ability to navigate large-scale projects and commercial initiatives.

Requirements

Bachelor’s degree in Business Administration, Communications, or a related field.
8+ years of experience as an Executive Assistant, preferably supporting C-suite executives.
Demonstrated experience working in a customer centric environment.
Ability to obtain and retain a Transportation Security Clearance.

Responsibilities

Serve as the primary point of contact for internal and external stakeholders on matters related to the CCO.
Proactively manage the CCO’s calendar, including conflicts and priority meetings in advance, ensuring effective preparation time.
Manage and triage the CCO’s inbox, proactively identifying high-priority communications and ensuring approval items are organized and prepared for timely review and signature.
Coordinate and prioritize the CCO’s involvement with external stakeholders such as committees, working groups, and associations.
Arrange business travel including booking flights and accommodation, preparing itineraries and conference registration, and expense reports.
Organize monthly departmental leadership team meetings, quarterly department town halls, semi-annual leadership offsites, and other departmental engagements.
Manage select department projects and initiatives as assigned, which may include researching subject matter as required, preparing correspondence and ensuring the quality of all outgoing material meets standards.
Develop high-quality presentations for Board of Director and Committee meetings, senior leadership updates, and external engagements.
Collaborate with various departments to gather, analyze, and synthesize data for impactful presentations.
Provide comprehensive quarterly support, overseeing Board paper submission processes, document version control, editing and proofreading activities, and the preparation of committee and board meeting materials.
Monitor progress on cross-departmental projects and prepare status updates for review.
Proactively identify potential risks or delays in projects and recommend mitigation strategies and follow up accordingly.
Design and maintain systems to streamline the CCO’s workflows and decision-making processes.
Prepare governance and policy correspondence in accordance with the established document management and preparation protocols by ensuring accuracy and timely completion of materials.
Prepare agendas, materials and action logs for departmental leadership team meetings.
Act as a key collaborator for transformation and innovation initiatives within the airport.
Leverage digital tools and platforms to optimize reporting, scheduling, and collaboration.
Support change management activities, including drafting communications and assisting in employee engagement strategies.