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Administrative Assistant, Research & Planning Analytics

Metrolinx113 reviews - Toronto, ON

$56,575 - $76,829 a year

 

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Administrative Assistant, Research & Planning Analytics - (RES000E)

Employee Status: Regular

Office Name: Head Office

(Contract/Temporary Assignment up to 13 months)

Salary Range: $56,575 - $76,829 per annum

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.

The Administrative Assistant performs a wide range of administrative duties for the effective and efficient day-to-day operation of four teams in the Planning, Design & Sponsorship business unit. This includes providing administrative support to management level staff, coordinating an array of important day-to-day functions and assisting with related projects.

 

Responsibilities

  • Provides administrative support services to a team, some of which may be specialized and unique
  • Produces documents for various audiences, including bulletins, meeting minutes, letters, policy and technical reports, charts, and presentations using software applications;
  • Assists Executive Assistants in the coordination and compilation of packages for board meetings and monitors the content of materials for accuracy
  • Arranges in-person meetings, conferences, and teleconferences involving multiple internal/external participants, and makes all logistical meeting arrangements (e.g. coordinating boardroom bookings, luncheons, and arranging travel and accommodations); prepares meeting agendas and distributes related materials in a timely fashion
  • Researches data sources (e.g. legislation, briefing/program materials, internet searches) and prepares summary documentation to support departmental projects and initiatives; accesses and reviews corporate systems information to analyze data and compile and produce a variety of statistical and / or qualitative reports
  • Acts as the point person for questions raised by team members and solicits the required information
  • Scans or photocopies incoming correspondence; reviews and prioritizes correspondence based on content and urgency for redirection to appropriate staff (attaching pertinent background materials) for response and follow-up
  • Acts as back-up support to Executive Assistants in their absence
  • Prioritizes and redirects correspondence to appropriate staff for response, using a “bring-forward” system to follow-up with corporate peers
  • Identifies and recommends methods to improve administrative systems and business functions to maximize office efficiency and effectiveness
  • Monitors and reconciles budgets for assigned offices, prepares and submits expenses
  • Conducts procurement activities for the office (e.g. purchasing office supplies, and other goods and services, verifying invoices and bringing discrepancies to the managers’ attention with recommendations for resolution), in compliance with corporate procedures
  • Manages suppliers for the team; responsible for monitoring and reconciling third party contracts and invoices, reconciles p-card purchases
  • Accountable for personal work load, without formal responsibility for others

 

Location: 97 Front Street West, Toronto

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Qualifications

 

  • Completion of a high school diploma – or a combination of education, training and experience deemed equivalent
  • Minimum two (2) years’ experience providing administrative services
  • Knowledge of the principles and practices of standard administrative office procedures (e.g. developing correspondence, meetings agendas and related materials; minute taking; developing presentations; organizing and coordinating meetings, conferences and videoconferences; making travel and meal arrangements; reviewing, prioritizing, and distributing correspondence for response with follow-up, etc.)
  • Organizational skills to organize the assigned office in compliance with corporate administrative policies and processes
  • Experience operating and maintaining supplies for office machines (e.g. printers, copiers, faxes, etc.)
  • Experience with procurement processes to maintain office supplies inventories and keep office machines in good working order
  • Knowledge of budget processes to maintain and reconcile office budgets, track expenses, and create financial reports
  • Interpersonal, public relations, and oral/written/presentation communication skills to develop and distribute correspondence and other meeting materials, take minutes, develop presentations, and provide administrative support

To apply for this position, please submit resume online, no later than August 30, 2020.

Please be advised, Metrolinx uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition. Please be advised that a Criminal Record Search may be required of the successful candidate. 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. Accommodation will be provided throughout the hiring process, as required.

 


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