Executive Assistant, Chief Engineering & Safety Officer

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.