Management Assistant, Airport Development and Technical Services

Greater Toronto Airports Authority

Reporting to the Director, Engineering and Architecture Services this position is responsible for providing administrative support to the Director, Engineering and Architecture Services and the Director, Technical Performance and their management teams. This includes day to day management of the office functions as well as assist with various financial processes in the department.

Administrative support

• Provide administrative assistance to support the efficient operations of the Engineering and Architecture Services and Technical Performance teams
• Evaluates office procedures with a focus on innovation and continuous improvement, recommending and implementing enhancements where needed
• Coordination and administration of departmental meetings, special events, off sites, etc. by ensuring appropriate set-up/logistics of facilities, book meeting rooms, sending invitations and notices to attendees, arrange catering, prepare agendas, presentations, minutes, and ensure action items are followed up on
• Carry out general office duties including: purchasing office supplies, ordering business cards, distribution of interoffice mail, ordering IT equipment as required
• Responsible for processing, tracking, registration and administering training, booking travel and conference requests
• Co-ordinate office moves and set up new employees for a seamless onboarding
• Works directly with lead manager on contract/subscription renewals by preparing specifications for tender processes and consulting with external and internal stakeholders as necessary

Scheduling/Calendaring and Correspondence

• Provide assistance with the preparation and follow-up of the departmental budget and forecasts
• Responsible for data collection and data entry into Hyperion and Oracle on a monthly basis to ensure accuracy and highlighting areas of over and under budget
• Prepare and process requisitions, releases, payment of invoices, preparation of expense reports and monthly tracking of operating expenses
• Ensure coding of invoices is accurate
• Responsible for preparing month-end/year-end departmental accruals and tracking of invoices against established accrual dollars
• Monitor Kronos (time reporting system) to ensure accuracy and prepare for sign-off
• Assist with ad-hoc reports

Liaise with Stakeholders

• Establish and maintain working relationships with key stakeholders, both internal and external
• Respond to internal and external requests for assistance, directing inquiries as appropriate; and, be the ambassador for the department for employees, leaders, vendors and other external stakeholders to support consistency across the organization
• Acts as back-up to the department’s Executive Assistant and other Management Assistants as required ensuring adequate coverage and administrative continuity

Information/Records Management

• Maintain departmental records using i-Share and other records retention systems and processes in accordance to company policy to ensure files and records are easy to access and organized
• Other duties as assigned

The salary for this management non-unionized position is competitive based on the successful candidate’s qualifications.

Qualifications

• Secondary School diploma with a combination of relevant education and/or experience
• 3+ years of progressive work experience providing administrative support in a senior level office
• Financial planning and managing budgets
• Demonstrated experience working in a customer centric environment
• Must be able to obtain and retain a Transportation Security Clearance

Knowledge, Skills and Abilities

• Knowledge, Skills and Abilities:
• Proficiency using the full suite of Microsoft Office applications (particularly Outlook, Word, Excel and PowerPoint)
• Excellent communication (oral, written and listening), organizational and strong interpersonal skills with a high comfort level in dealing with management and individuals at all levels in the organization
• Considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature
• Strong time management skills, managing the workload in a fast-paced, deadline-oriented environment
• Must possess a logical and systematic approach to administration support duties by anticipating needs, providing timely reminders and being well organized
• Must be able to respond to conflicting demands, tight deadlines and changing priorities

To be considered, applicants must submit their resume and indicate in point form on the Application form, how their skills, education, training and experience correspond to the qualifications detailed in the poster. If stated experience is external to the GTAA (i.e. experience with a previous employer), applicants must provide references with their application in order to confirm this experience. Failure to provide this information may result in disqualification.

All Applications received will be acknowledged instantly through an email notification, Incomplete applications will not receive further consideration. Upon application submission, please check your inbox for your email notification confirming your application for the role.