Wednesday , September 27 2023

Metrolinx Job Opportunities – Executive Assistant

Website Metrolinx

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:

  • Facilitate the continuous operation and availability of the unit’s office equipment
  • 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
  • Liaise and collaborate with executives and other executive and administrative assistants to communicate information, and coordinate / participate in cross-functional projects
  • 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)
  • Act as the assigned executive office’s first point of contact for internal and external contacts to facilitate smooth, effective, and accurately information flows
  • Monitor and coordinate document preparation ensuring that documents are ready by established deadlines. Compile, proofread, and format board reports and other documents and 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).
  • 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
  • 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
  • Approve executive office expenditures within signing authority, monitors expenditures for budget compliance, and gather information for preparation of the unit’s annual budget
  • Research topics and develop summaries / reports using internal and external resources (e.g. consultants, government boards, ministries, other transit properties, and regional municipalities)
  • Greet and screen incoming visitors and telephone calls to provide routine and general information, or redirect matters
  • Provide historical resource reference by developing and maintaining organized filing systems; maintain records, locate files, documents and other information

Job Requirements:

  • Understanding and knowledge of Equity, Diversity, and Inclusion would be an asset
  • 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
  • Minimum four (4) years’ progressive experience providing administrative and executive support services
  • Analytical and problem-solving skills to identify, address, and escalate issues
  • Interpersonal and oral/written/presentation communication skills to compose and edit highly confidential documents and record meeting notes
  • Knowledge and experience applying the principles and practices of administrative and executive assistance to senior leadership
  • 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

Job Details:

Company: Metrolinx

Vacancy Type:  Full Time

Job Location: Toronto, ON, USA

Application Deadline: N/A

Apply Here