Executive Assistant, Chief Engineering & Safety Officer

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.

The successful candidate will be required to work on-site five days per week from 97 Front Street West. Our team is highly collaborative, and much of our work benefits from in-person co-creation, relationship-building, and hands-on partnership with leaders across the organization.

Our Engineering and Safety (ESD) division promotes diversity, equity, and inclusion by ensuring equal employment opportunities and fostering a supportive workplace culture.

We support this commitment by providing:

• Competitive Pension Plan
• Employee learning & development programs and reimbursement
• Recognition of prior Public Service for Vacation Entitlement
• Employee Assistance and Wellness Benefit Programs
• Parental Leave top-up, lactations accommodation and childcare partnerships
• Menopause Policy
• Employee Resource Groups
   

Our Engineering and Safety Division is seeking an Executive Assistant to support the Chief Engineering and Safety Officer to provide effective and efficient day-to-day operational support by performing a wide range of administrative support functions. This role will be responsible for coordinating day-to-day functions and related projects. The Executive Assistant will interact with senior stakeholders, including other Chiefs’ offices, manage the Executive’s calendar, and exercise judgment, accountability, and confidentiality.

What will I be doing?

• Provide executive-level administrative support and exercise confidentiality in the management and release of all information.
• Coordinate, set, and monitor daily calendars for the executive prioritizing items based on an understanding of the business context.
• Monitor and maintain all office correspondence.
• Monitor and coordinate document preparation ensuring that documents are ready by established deadlines. Compile, proofread, and format board reports and other documents and presentations.
• Coordinate approvals for the Chief Engineering and Safety Officer.
• Arrange meetings and coordinate with senior internal and external stakeholders.
• Facilitate the continuous operation and availability of the unit’s office equipment.
• Act as the assigned executive office’s first point of contact for internal and external contacts to facilitate smooth, effective, and accurate information flows.
• Assess incoming requests and inquiries from internal and external stakeholders, including senior level stakeholders, and respond directly or escalate issue; research issues and prepare draft responses.
• Research topics and develop summaries / reports using internal and external resources.
• Maintain relevant corporate manuals, policies, and procedures
• Approve executive office expenditures within signing authority, monitor expenditures for budget compliance, and gather information for preparation of the unit’s 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 years of progressive experience providing administrative and executive support services, including direct support to Senior Management Teams (SMT) or C-Suite executives.
• 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.
• 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.

For Internal applicants, with the recent implementation of the Internal Mobility Policy, the internal recruitment process has changed for non-union 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 policy before submitting your application.

Should it be determined that any background information provided be 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.