New Posting - Greater Toronto Airports Authority

Management Assistant
Greater Toronto Airports Authority  

 - Toronto, ON
Full-time, Permanent

Reporting to the Director, Corporate Safety and Security this position is responsible to provide administrative support to the Director and the management teams within Corporate Safety and Security as assigned. This includes the day to day management of the office functions and undertaking a variety of tasks and responsibilities associated with the Corporate Safety and Security operations and administration, as well as being accountable for financial processes. Job Description Key Accountabilities:  Managing and providing administrative support to the Director Corporate Safety and Security, and the Corporate Safety and Security management team Providing financial support including processing monthly invoices, purchasing and travel cards, tracking expenditures and coding invoices adequately Prepare month-end/year-end accruals Initiate improvements to optimize the efficiency of office administration. Responsible for processing, tracking, registration and administering training, travel and conference requests for CSS Ensuring appropriate approvals and signatures are received in a timely manner Managing the calendars of the Director and manager, including scheduling meetings, booking meeting rooms, arranging catering, preparing and keeping current files for the meetings they are attending Ensuring meeting correspondence, presentations, agendas and minutes are prepared in a timely and effective manner that meets corporate standards Coordinating the calendar of the CSS Boardroom – including booking the boardroom, arrange catering as required etc. Coordination and administration of department meetings, committees, working groups, team building sessions and special events Carry out general office duties including: purchasing office supplies, distribution of interoffice mail, ordering cell phones, office phones and computers as required, troubleshooting of copier, phones etc. Coordination and distribution of Safety and Security group reports, Directives, Advisories and Notices Manage contracts/subscriptions by renewing when appropriate, work with lead manager to prepare specifications for tender process and consulting with external and internal stakeholders as necessary Maintaining CSS documentation in Corporate Information System (including iShare) Managing highly confidential office/department files including personnel files (performance reviews, grievances) and security files (labour, RAIC confiscations, suspension, police investigations) Confidentially responding to e-mails as required Tracking of departmental leave, monitoring Kronos and ensuring its ready for sign-off Establish and maintain working relationships with key stakeholders, both internal and external, and other administrative support personnel Providing administrative support for other members of the management team on an as required basis Co-ordinating with the GCSS Department Manager when required Backup for the GCSS Department Manager when required Job Requirements Qualifications:  Post-Secondary School Diploma, additional qualification as an Administrative assistant would be an asset Minimum two (2) years office administration experience or equivalent combination of education and experience Must be able to obtain and retain a Transportation Security Clearance Knowledge, Skills and Abilities:  Advance skills in utilizing Microsoft Office Suite software programs (Word, PowerPoint, Excel etc.) Ability to maintain concentration and attention to detail, especially in critical areas where care and judgement are essential Strong understanding and commitment to the requirements of confidentiality Highly organized and the ability to and juggle multiple tasks and prioritize work accordingly Ability to create effective presentations as it relates to Corporate Safety and Security Knowledge of applicable GTAA software applications (Oracle, iShare) Ability to impart knowledge and understanding of CSS requirements and responsibilities to all GTAA personnel Excellent communication skills both verbal and written Excellent typing and data entry skills Sound financial acumen and understanding of financial information and processes Proven team player with the ability to succeed in a fast-paced, rapidly changing environment Knowledge of document management, retention and filing systems For further information or to apply, please click here