Metrolinx Looking for Executive Assistant, Administrative Assistant & Office Administrator – Talent Pool at Greater Toronto Area, Canada Full Time

Employee Status: Contractual & Regular

Barganing Unit: Non-Union

Location: Greater Toronto Area

Closing Date: February 4, 2024

Pay Range for Executive Assistant: $67,873.00 – $93,749.00

Pay Range for Administrative Assistant/Office Administrator: $60,038.00 – $82,339.00

This 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.

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

What Skills and Qualifications Do I Need?

• 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

Don’t Meet Every Requirement?

If you’re excited about working with Metrolinx but your past experience doesn’t quite align with every qualification of this posting, we encourage you to apply. You just might be the right candidate for this or other roles. We are always looking for great talent to join our team.

We invite all interested individuals to apply and encourage applications from members of equity-deserving communities, including those who identify as Indigenous, Black, racialized, women, people with disabilities, and people with diverse gender identities, expressions and sexual orientations.

Accommodation

We value the unique skills and experiences each person brings to Metrolinx and are committed to creating and maintaining an inclusive and accessible environment. We are committed to the requirements of the Accessibility for Ontarians with Disabilities Act so if you require accommodation during the hiring process, please let our Recruitment team know by contacting us at: 416-202-5601 or email hr.recruitment@metrolinx.com .

Application Process

All applicants must be legally entitled to work in Canada. Metrolinx will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time-sensitive correspondence, we recommend that you check your email regularly. If no response is received, we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate.

Should it be determined that any background information provided is misleading, inaccurate or incorrect, Metrolinx reserves the right to discontinue with the consideration of your application.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

WE ARE AN EQUITABLE AND INCLUSIVE EMPLOYER.