Job 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 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.

Our Procurement Services office is seeking an Executive Assistant that provides effective and efficient day-to-day operational support to the assigned Executive by performing a wide range of administrative support functions and coordinating day-to-day functions and related projects. Interacts with senior stakeholders, manages Executive’s calendar, and exercises judgment, accountability, and confidentiality.

What will I be doing?

• Provides executive-level 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. e-mail, mail, courier packages, etc.), and drafts responses to general issues; coordinates resources to support the executive in addressing identified issues; composes and/or edits a variety of highly confidential documents (e.g. correspondence, memos, contracts, proposals, reports, presentations)
• Monitors and coordinates document preparation ensuring that documents are ready by established deadlines. Compiles, proofreads, and formats board reports and other documents and presentations.
• Arranges meetings (e.g. booking rooms, researching and preparing agendas, coordinating and distributing documentation) coordinating with senior internal and external stakeholders; synchronizes cross-functional agenda items, organizes and prepares presentations and materials for committees, board, and other meetings. Captures meeting notes
• Arranges corporate travel (e.g. documentation related to conferences and conventions, general business travel, flight itineraries, hotel accommodations), adhering to corporate travel requirements and processes
• Provides historical resource reference by developing and maintaining organized filing systems; maintains records, locates files, documents and other information
• Facilitates the continuous operation and availability of the unit’s office equipment.
• Coordination of CEO Signing Sessions: Takes ownership of organizing and coordinating the CEO’s document signing sessions. This includes preparing, circulating and tracking documents, logging action items, responding to related inquiries, maintaining records and providing proactive input on improving the efficiency and effectiveness of the overall process.
• Meeting Support and Documentation: Attends and provides support for meetings by accurately capturing minutes, key discussion points, and action items. Ensures records are clear, timely, and organized to facilitate effective follow-up and execution.
• Liaises and collaborates with executives and other executive and administrative assistants to communicate information, and coordinate / participate in cross-functional projects
• Professionalism and Composure: Demonstrates a high level of professionalism, a high level of emotional intelligence and self-awareness in all interactions. Maintains composure in high-pressure situations, adapts effectively to changing priorities, and approaches challenges with a calm, solutions-focused attitude.
• Discretion and Integrity: Exercises sound judgment and the highest level of discretion when handling confidential or sensitive information. Promotes a culture of trust and respect by consistently maintaining confidentiality and upholding organizational values.
• Team Collaboration and Accountability: Actively contributes to a positive, team-oriented work environment. Demonstrates a cooperative and helpful approach, willingly supports colleagues when needed, and fosters strong working relationships. Takes ownership of actions and responsibilities, follows through on commitments, delivers requested work in a timely manner, and consistently demonstrates accountability and integrity in all aspects of the role.

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
• Customer service skills to liaise with senior employees and their support staff.
• Analytical and problem-solving skills to identify, address, and escalate issues
• Interpersonal and oral/written/presentation communication skills to compose and edit highly confidential documents and record meeting notes with exceptional attention to detail
• On Occasion, may work outside of normal working hours

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 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.