Executive Assistant
- Toronto, ON, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Experience
- Between 2 to 3 years of experience working in a fast-paced autonomous environment
- Posting language
- English
- Posted
Original job description
Job Summary
The incumbent is responsible for providing administrative support to their assigned group. The role coordinates travel arrangements, meetings, events, inbound and outbound deliveries, as well as mail. Moreover, the incumbent maintains various inventories and handles all payable accounts.
Main Responsibilities
Accounts Payable
The role has standard working conditions in an office environment with a regular workweek from Monday to Friday and is eligible to participate in CN's hybrid work model. The role involves managing priorities and delivering work within established timelines, with support from the team to ensure sustainable and effective workload management. The role requires minimal travel (10%) across the assigned group.
Experience
Administration
The incumbent is responsible for providing administrative support to their assigned group. The role coordinates travel arrangements, meetings, events, inbound and outbound deliveries, as well as mail. Moreover, the incumbent maintains various inventories and handles all payable accounts.
Main Responsibilities
Accounts Payable
- Review and reconciliate all invoices for the group
- Handle all payables including crew accommodation and transportation, heritage waste, pest control, cable, internet, courier, potable water, derailment security, and Hallcon taxi
- Review and reconciliate PCard and Corporate Travel Account (CTA) transactions
- Review and approve crew expenses
- Provide administrative support to the group (e.g., travel, expenses, Service Manager questions, policy adherence, report preparation)
- Organize meetings and group events
- Handle file uploads to E-records
- Handle inventory management including tablets, radios, office supplies, Personal Protective Equipment (PPE) and vehicle
- Act as the vendor contact for supplies, including Acklands vending machine
- Arrange crew transportation and accommodations for shortages, relocations, and new hire employees
- Coordinate all inbound and outbound deliveries via Courier
- Coordinate all inbound and outbound Mail items via FedEx
- Participate in regional safety initiatives including DEKRA by aiding the group
- Prepare reports for the General Manager (GM)
- Coordinate safety meetings or events
The role has standard working conditions in an office environment with a regular workweek from Monday to Friday and is eligible to participate in CN's hybrid work model. The role involves managing priorities and delivering work within established timelines, with support from the team to ensure sustainable and effective workload management. The role requires minimal travel (10%) across the assigned group.
Experience
Administration
- Between 2 to 3 years of experience working in a fast-paced autonomous environment
- Candidates with an equivalent combination of education, training, and experience will be considered
- Secondary School Diploma or General Education Diploma (GED)
- College or Business Diploma*
- Candidates with equivalent practical experience, education, or training will be considered
- Any requirement marked with (*) will be considered an asset (not mandatory).
- We Care About Each Other
- We Strive for Excellence
- We Succeed Together
- We Lead Responsibly
- Coordination
- Support
- Influence
- Build trust
- Listening
- Knowledge of administrative techniques
- Proficiency in Microsoft Office (Word, Excel, Lotus Notes, PowerPoint) and Systems, Applications and Products (SAP)*
- Any requirement marked with (*) will be considered an asset (not mandatory).
More about this job
Responsibilities
Provides administrative support to an assigned group, including coordinating travel, accommodations, meetings, events, deliveries, and mail. Reviews invoices, payable accounts, card transactions, and crew expenses; manages inventories and vendors; and supports safety initiatives and reporting.
Requirements
Requires 2 to 3 years of experience in a fast-paced, autonomous environment, with equivalent combinations of education, training, and experience considered. A secondary school diploma or GED is required, while a college or business diploma and SAP knowledge are assets; proficiency in Microsoft Office is also expected.
Skills
- Accounts Payable
- Invoice Reconciliation
- Expense Review
- Administrative Support
- Travel Coordination
- Meeting and Event Coordination
- Inventory Management
- Vendor Coordination
- Delivery Coordination
- Mail Handling
- Report Preparation
- Microsoft Office
- SAP
- Communication
- Coordination
- Listening
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Finance & Accounting
- Transportation
- Logistics
- Security & Safety
Keywords
- Accounts Payable
- Invoice Reconciliation
- PCard
- Corporate Travel Account
- Crew Expenses
- Travel Arrangements
- Crew Accommodation
- Crew Transportation
- Inventory Management
- Tablets
- Radios
- Office Supplies
- Personal Protective Equipment
- Vendor Contact
- Courier
- FedEx
- E-Records
- Safety Initiatives
- Safety Meetings
- Report Preparation
- Microsoft Office
- Word
- Excel
- Lotus Notes
- PowerPoint
- SAP
- Rail Transportation
- DEKRA