Executive Assistant
Executive Assistant
Posted on :
07-05-2025
Employer Active
1 Vacancy
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Job Description
Description
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 Torontos 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 Capital Projects Group division is seeking an Executive Assistant for theCommercial Management LUSD officeto provide effective daily operational support to the assigned Executives by performing multiple administrative support tasks and coordinating daily functions and related projects. You will work with senior team members manage Executives calendars and exercise judgment accountability and confidentiality.
What will I be doing
- Provides executivelevel 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. email mail courier packages etc.) and drafts responses to general issues; coordinates resources to support the executive in addressing identified issues; composes formats and/or edits a variety of highly confidential documents (e.g. correspondence memos contracts proposals reports presentations)
- Arranges meetings (e.g. booking rooms researching and preparing agendas coordinating and distributing documentation) coordinating with senior internal and external stakeholders; synchronizes crossfunctional agenda items organizes and prepares presentations and materials for committees board and other meetings. Captures meeting notes
- Provides historical resource reference by developing and maintaining organized filing systems; maintains records locates files documents and other information
- Acts as the assigned executive offices first point of contact for internal and external contacts to facilitate smooth effective and accurate information flows
- Liaises and collaborates with executives and other executive and administrative assistants to communicate information and coordinate / participate in crossfunctional projects
- Researches topics and develops summaries / reports using internal and external resources (e.g. consultants government boards ministries other transit properties and regional municipalities)
- Approves executive office expenditures within signing authority monitors expenditures for budget compliance and gathers information for preparation of the units annual budget
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 problemsolving 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
- Interpersonal and oral/written/presentation communication skills to compose and edit highly confidential documents and record meeting notes
Dont Meet Every Requirement
If youre excited about working with Metrolinx but your past experience doesnt 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 equitydeserving 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:or email .
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 timesensitive 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.
For Internal applicants with the recent implementation of the Internal Mobility Policy the internal recruitment process has changed for nonunion roles. Candidates must be in their current role for 12 months prior to applying for another role and each applicant must be in good standing (not participating in a Performance Improvement Plan). Please review all provisions of the policybefore submitting your application.
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.
Employment Type
Full-Time
Key Skills
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