Job Opportunities in Canada
October 10, 2024
Metrolinx
FULL TIME
Executive Assistant, Deputy CFO
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 Deputy CFO Office is looking for an Executive Assistant to provide effective and efficient day-to-day operational and personal support to the assigned Executive by performing a wide range of administrative support functions and coordinating day-today functions and related projects. Interacts with senior stakeholders, manages Executive’s calendar, and exercises judgment, accountability, and confidentiality.
What will I be doing?
At Metrolinx, equity, diversity and inclusion are essential to living our values of serving with passion, thinking forward and playing as a team.
Our Deputy CFO Office is looking for an Executive Assistant to provide effective and efficient day-to-day operational and personal support to the assigned Executive by performing a wide range of administrative support functions and coordinating day-today 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).
- 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.
- Acts as the assigned executive office’s first point of contact for internal and external contacts to facilitate smooth, effective, and accurately information flows.
- Liaises and collaborates with executives and other executive and administrative assistants to communicate information, and coordinate / participate in cross-functional projects.
- Researches topics and develops summaries / reports using internal and external resources (e.g., consultants, government boards, ministries, other transit properties, and regional municipalities).
- Supports and arranges divisional summits, town halls and team building initiatives liaising with internal and external stakeholders.
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