Job Description: Our Human Resources & Enterprise Centres of Excellence Office is seeking an Executive Assistant to support the Chief Inclusion Officer, performing a wide range of administrative duties for the effective and efficient day-to-day operation: including providing effective and efficient day-to-day operational and support to the assigned Executive by performing a wide range of administrative support functions, and coordinating day-to-day functions and related projects; interacting with senior stakeholders, managing Executive’s calendar, and exercising judgment, accountability, and confidentiality. Job Responsibilities: Provide historical resource reference by developing and maintaining organized filing systems; maintain records, locate files, documents and other information 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 Liaise and collaborate with executives and other executive and administrative assistants to communicate information, and coordinate / participate in cross-functional projects Arrange meetings (e.g. booking rooms, researching and preparing agendas, coordinating and distributing documentation) coordinate with senior internal and external stakeholders; synchronize cross-functional agenda items, organize and prepare presentations and materials for committees, board, and other meetings. Capture meeting notes Greet and screen incoming visitors and telephone calls to provide routine and general information, or redirect matters Research topics and develop summaries / reports using internal and external resources (e.g. consultants, government boards, ministries, other transit properties, and regional municipalities) Arrange corporate travel (e.g. documentation related to conferences and conventions, general business travel, flight itineraries, hotel accommodations), adhering to corporate travel requirements and processes Provide executive-level administrative support (e.g. conducting research, preparing board reports, handling information requests, performing clerical functions) and exercise confidentiality in the management and release of all information Monitor and coordinate document preparation ensuring that documents are ready by established deadlines. Compile, proofread, and format board reports and other documents and presentations. 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 Monitor and maintain all office correspondence (e.g. e-mail, mail, courier packages, etc.), and draft responses to general issues; coordinate resources to support the executive in addressing identified issues; compose and/or edit a variety of highly confidential documents (e.g. correspondence, memos, contracts, proposals, reports, presentations) Maintain relevant corporate manuals, policies, and procedures Coordinate, set, and monitor 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). Approve executive office expenditures within signing authority, monitors expenditures for budget compliance, and gather information for preparation of the unit’s annual budget Job Requirements: Understanding and knowledge of Equity, Diversity, and Inclusion would be an asset Knowledge and experience applying the principles and practices of administrative and executive assistance to senior leadership 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 Analytical and problem-solving skills to identify, address, and escalate issues Completion of a secondary school diploma with additional vocational or technical training – or a combination of education, training and experience deemed equivalent Customer service skills to liaise with senior employees and their support staff Minimum four (4) years’ progressive experience providing administrative and executive support services Job Details: Company: Metrolinx Vacancy Type: Full Time Job Location: Toronto, ON, CA Application Deadline: N/A Apply Here careers-trivia.net
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