Executive Assistant - Metrolinx, Toronto

About this opportunity

Metrolinx is connecting communities across the Greater Golden Horseshoe by operating GO Transit, UP Express, and the PRESTO fare payment system, while building rapid transit infrastructure like GO Expansion, Light Rail Transit, and subway extensions. Our Strategy, Planning & Partnerships Division is seeking an experienced executive assistant to provide dedicated support to the Chief Strategy & Planning Officer and their Senior Manager & Advisor.

This role delivers day-to-day executive and operational support through a broad range of administrative functions, project coordination activities, and executive office management responsibilities. This is an in-office position, five days per week, based at our 97 Front Street location. 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 organisation.

What you'll do

As an essential part of the Chief's office, you will interact regularly with senior leaders and key stakeholders, manage complex calendars and competing priorities, and exercise sound judgment. Your responsibilities include:

• Coordinates, sets, and monitors calendars for the executive, proactively assessing priorities, anticipating conflicts, and making recommendations based on business context and organizational priorities.
• Arrange meetings by booking rooms, researching and preparing agendas, coordinating and distributing documentation, and synchronizing cross-functional agenda items with internal and external stakeholders.
• Provides executive-level administrative support and exercises confidentiality in the management and release of all information.
• Coordinates and processes approvals for executive through various online platforms and software.
• Manages divisional distribution lists, internal SharePoint/intraweb sites, and social platforms.
• Coordinates divisional events and communications, such as newsletters, Town Halls, socials, and division-wide emails, in collaboration with the Chief’s office and leadership team.
• Monitors, tracks, and coordinates materials for Chief’s review to ensure they are ready by established deadlines, following up with contributors as needed.
• Formats documents and presentations.
• Acts as the assigned executive office’s first point of contact for internal and external contacts to facilitate smooth, effective, and accurate information flows.
• Delivers proactive administrative, operational, and project coordination support to the Chief’s Office and broader team to ensure effective execution of key priorities and initiatives.

Qualifications

To be successful in this executive environment, you must be resourceful, proactive, highly organized, and comfortable taking initiative with minimal direction while maintaining professionalism and discretion. Required qualifications include:

• 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 in a fast-paced, complex, and highly confidential environment.
• Advanced proficiency in Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint, with experience supporting executives through document preparation, records management, and administrative coordination.
• Experience with Oracle and SharePoint is considered an asset.
• Oral, written, and presentation communication skills to compose and edit highly confidential documents and record meeting notes.
• Demonstrated ability to anticipate needs, manage competing priorities, and exercise sound judgment with minimal direction.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple deadlines, stakeholders, and competing demands.
• Strong interpersonal and relationship management skills, with the confidence and professionalism to build and maintain strong working relationships at all levels of the organization.

About the company

Metrolinx is an agency of the Government of Ontario committed to transforming how the region moves. Equity, diversity, and inclusion are essential to living our values of serving with passion, thinking forward, and playing as a team. We are an equal opportunity employer dedicated to offering a diverse workforce and reasonable workplace accommodations.