Executive Assistant, Administrative Assistant & Office Administrator - Talent Pool
Metrolinx
- Canada
- $68,552-94,686 per year
- Permanent
- Full-time
Bargaining Unit: Non-Union
Location: Greater Toronto Area
Closing Date: May 31, 2024
Pay Range for Executive Assistant: $68,552 - $94,686
Pay Range for Administrative Assistant/Office Administrator: $60,638 - $83,162This talent pool will be used to fill full-time permanent and/or contract positions under various divisions/business units/locations within Metrolinx that may arise within the next 6 months.This pool posting is for external applicants only. Current Metrolinx employees are advised to apply via the Internal Career Portal when specific vacancies are posted.Note: If you have already applied to this requisition (in January/February 2024), and passed the test, you are still in consideration for roles at Metrolinx.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.Our Executive Assistants, Administrative Assistants and Office Administrators provide effective and efficient day-to-day operational support by performing a wide range of administrative support functions and coordinating day-to-day functions and related projects. The successful candidate will interact with senior stakeholders, manage Executive's calendar, and will exercise judgment, accountability, and confidentiality.What will I be doing?
- Provides executive-level and professional administrative support (e.g. conducting research, preparing board reports, handling information requests, performing clerical functions) and exercises confidentiality in the management and release of all information
- Coordinates, sets, and monitors 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).
- Monitors and maintains all office correspondence (e.g. e-mail, mail, courier packages, etc.), and drafts responses to general issues; coordinates resources to support the executive in addressing identified issues; composes and/or edits a variety of highly confidential documents (e.g. correspondence, memos, contracts, proposals, reports, presentations)
- Monitors and coordinates document preparation, ensuring that documents are ready by established deadlines. Compiles, proofreads, and formats board reports and other documents and presentations
- Arranges meetings (e.g. booking rooms, researching and preparing agendas, coordinating and distributing documentation), coordinating with senior internal and external stakeholders; synchronizes cross-functional agenda items, organizes and prepares presentations and materials for committees, board, and other meetings. Captures meeting notes
- Manages suppliers for the team; responsible for monitoring and reconciling third party contracts and invoices, reconciles p-card purchases
- Provides historical resource reference by developing and maintaining organized filing systems; maintains records, locates files, documents and other information
- Facilitates the continuous operation and availability of the unit's office equipment
- Completion of a secondary school diploma with additional vocational or technical training - or a combination of education, training and experience deemed equivalent
- Demonstrated experience in 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
- 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 would be strongly preferred.
- Interpersonal and oral/written/presentation communication skills to compose and edit highly confidential documents and record meeting notes