New Posting - Greater Toronto Airports Authority

Executive Office Assistant
Greater Toronto Airports Authority  - Toronto, ON
Full-time, Permanent

Reporting to the Manager, Executive Office and Assistant to the President, this position is responsible for providing exemplary senior administrative support to ensure effective and efficient operations of the Office of the President. Job Description Key Accountabilities:  Manage and schedule meetings and appointments, screen calls and solicitations Maintain calendars and ensure conflicts are resolved in advance, providing effective preparation time for Executives Arrange business related travel including flight, accommodations, destinations itinerary and conference registration Coordinate both internal and external meetings, committees, working groups and associations Assist Manager to coordinate President’s involvement with external stakeholders such as committees, working groups, associations, cities, regions and board of trades Manage and prepare letters and other correspondence for senior level management that are consistent with GTAA standards Prepare for and issue all meeting related correspondence on schedule Remain current on departmental issues and priorities Maintain a bring-forward system and maintain departmental records using i-Share and other records retention systems and processes in accordance to company policy Relay information on behalf of the Office of the President, responding to inquiries as appropriate Liaise internally with representatives from other departments within GTAA up to senior managements level, and externally with representatives of outside companies and agencies Monitoring and processing training requirements, coding invoices, reconciling and preparation of expense reports for Office of the President Assist with the coordination of corporate functions Attendance management and leave administration Provide support to other members of the management team as required Other tasks may be assigned as required Job Requirements Qualifications:  Post-secondary diploma in Business Administration or combination of relevant education and/or experience 5-10 years of progressive senior administrative experience, preferable in an Executive Assistant capacity Must be able to obtain and retain a Transportation Security Clearance Knowledge, Skills and Abilities:  Effective relationship management skills in the provision of support and service, and working within a team Superior time management and multitasking skills and the ability to prioritize tasks, to work in high-pressure situations and respond to conflicting demands, changing priorities and tight deadlines with minimal supervision Professional, responsive, resourceful, flexible and positive work attitude is essential High level of sound and independent judgement, reasoning, and discretion Self-starter who exhibits confidence, uses initiative, and seeks opportunities to learn and improve Superior knowledge and use of Microsoft Office Suite with productivity applications, including Word, Excel, PowerPoint, and Outlook Ability to independently research and analyze data and information Excellent writing skills, including proper spelling, grammar, and punctuation with the ability to write and format moderately complex correspondence, including memos, letter, etc. Strong knowledge of general office procedures involving procurement, travel arrangements, reporting, strong knowledge of office procedures and practices Possess a logical and systematic approach to administration support duties by anticipating needs, providing timely reminders Experience in a busy team environment Must be able to maintain a high degree of confidentiality