Executive Assistant, Operations

Metrolinx•Canada,

1d•CA$72,445 - CA$100,063•Onsite

About The Position

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 based at 20 Bay Street, Toronto. 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. Our Operations & Safety (GO & UP) division promotes diversity, equity, and inclusion by ensuring equal employment opportunities and fostering a supportive workplace culture. Our Rail and Fleet Maintenance Division is seeking an Executive Assistant to support the Executive Vice President to provide effective and efficient day-to-day operational support by performing a wide range of administrative support functions. This role will be responsible for coordinating day-to-day functions and related projects. The Executive Assistant will interact with senior stakeholders, manage the Executive’s calendars, and exercise judgment, accountability, and confidentiality. Please note that the employee will be working at 335 Judson Street, Toronto and/or 20 Bay Street, Toronto office of Metrolinx.

Requirements

Completion of a secondary school diploma with additional vocational or technical training – or a combination of education, training and experience deemed equivalent
Demonstrated years of 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

Responsibilities

Provide executive-level administrative support and exercise confidentiality in the management and release of all information
Coordinate, set, and monitor daily calendars for the executive prioritizing items based on an understanding of the business context
Monitor and maintain all office correspondence
Monitor and coordinate document preparation ensuring that documents are ready by established deadlines. Compile, proofread, and format board reports and other documents and presentations.
Arrange meetings coordinate with senior internal and external stakeholders
Facilitate the continuous operation and availability of the unit’s office equipment
Act as the assigned executive office’s first point of contact for internal and external contacts to facilitate smooth, effective, and accurately information flows
Assess incoming requests and inquiries from internal and external stakeholders, including senior level stakeholders, and respond directly or escalate issue; research issues and prepare draft responses
Research topics and develop summaries / reports using internal and external resources
Maintain relevant corporate manuals, policies, and procedures
Approve executive office expenditures within signing authority, monitor expenditures for budget compliance, and gather information for preparation of the unit’s annual budget.