Executive Assistant to the Chief Strategy, Planning, and Partnerships Officer
Job Location:
Monthly Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
This role is an inoffice position (5 days per week) based at our 97 Front Street Location. Our team is highly collaborative and much of our work benefits from inperson cocreation relationshipbuilding and handson partnership with leaders across the organization. We offer flexibility in start and end times while maintaining core business hours for shared availability across the team.
Our Strategy Planning & Partnerships Division is seeking an experienced Executive Assistant to provide dedicated support to the Chief Strategy & Planning Officer and their Senior Manager & Advisor. This role is responsible for delivering day-to-day executive and operational support through a broad range of administrative functions project coordination activities and executive office management responsibilities.
The successful candidate will interact regularly with senior leaders and key stakeholders manage complex calendars and competing priorities and exercise sound judgment exceptional attention to detail and a commitment to high-quality contributions in a highly visible executive environment. This position requires someone who is resourceful proactive highly organized and comfortable taking initiative with minimal direction. The successful candidate will demonstrate professionalism and discretion in handling confidential and sensitive information.
Coordinates sets and monitors calendars for the executive proactively assessing priorities anticipating conflicts and making recommendations based on business context and organizational priorities.
Arrange meetings (e.g. booking rooms researching and preparing agendas coordinating and distributing documentation) coordinating with senior internal and external stakeholders and synchronizing cross-functional agenda items.
Provides executive-level administrative support and exercises confidentiality in the management and release of all information.
Coordinates and processes approvals for executive through various online platforms and software.
Manages divisional distribution lists internal SharePoint/intraweb sites and social platforms.
Coordinates divisional events and communications (such as newsletters Town Halls socials division-wide emails) in collaboration with the Chiefs office and leadership team.
Monitors tracks and coordinates materials for Chiefs review to ensure they are ready by established deadlines following up with contributors as needed.
Formats documents and presentations.
Acts as the assigned executive offices first point of contact for internal and external contacts to facilitate smooth effective and accurate information flows.
Delivers proactive administrative operational and project coordination support to the Chiefs Office and broader team as required ensuring the effective execution of key priorities and initiatives.
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.
Demonstratesyears of progressiveexperienceproviding administrative and executive support services in a fast-paced complex and highly confidential environment.
Advanced proficiency in Microsoft Office Suite (Outlook Word Excel and PowerPoint) with demonstrated experience supporting executives through document preparation records management approvals (processing and tracking) and administrative coordination. Experience with Oracle and SharePoint is an asset.
Oral/written/presentation communication skills tocompose and edit highly confidential documents and record meeting notes.
Demonstrated ability to anticipate needs manage competing priorities and exercise sound judgment with minimal direction.
Exceptional organizational skills and attention to detail with the ability to manage multiple deadlines stakeholders and competing demands.
Strong interpersonal and relationship management skills with the confidence and professionalism to build and maintain strong working relationships at all levels of the organization.
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.
Metrolinx is an equal opportunity employer and committed to a diverse and inclusive workforce. We are also committed to offering reasonable accommodation to job applicants in accordance with applicable legislation. If you require assistance or an accommodation at any point during the hiring process please contact us at: or email
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.
#LI-MM3 and #LI-Onsite
Required Experience:
IC
