Executive Assistant, Governance Corporate Safety

7 days ago

Toronto, Canada Greater Toronto Airports Authority Full time

The Greater Toronto Airports Authority (GTAA) is a unique and dynamic place to work. Approximately 1,400 GTAA employees work non-stop with our partners and agencies to deliver a safe and welcoming airport experience at Canada’s leading global hub airport, Toronto Pearson.** **The impacts of the pandemic have been significant to our industry, yet we remain Pearson Strong and are realizing the opportunity to accelerate our Healthy Airport commitment**.** Join us on our accelerated journey in creating the airport of the future in a smart, healthy and profitable way.

**What's in it for you**

We offer our GTAA members amazing benefits, including retirement planning, group health benefits, employee assistance programs (EAP), paid leave, education and training, as well as recognition and rewards programs.

**Position Summary**:
Reporting to the Vice President and General Counsel, Governance, Corporate Safety and Security, this position is responsible for providing exceptional support to the Vice President by coordinating and overseeing a wide variety of executive support services and managing the administration of certain departmental programs.

**Key Accountabilities**:

- Proactively and independently manage the Vice President’s calendar, including conflicts and priority meetings with internal and external partners, providing effective preparation time for executives
- Maintain an action tracking system on behalf of Vice President and follow up independently to ensure timely completion
- Coordinate VP involvement with external partners such as committees, working groups, associations, cities and regions
- Coordinate the set up and troubleshooting of IT systems and devices on behalf of the Vice President
- Arrange business travel including booking flights and accommodations, preparation of itineraries and conference registration
- Prepare documents, correspondence and organize files and records in accordance with the established document management and preparation protocols by ensuring accuracy and timely completion of materials and appropriate confidentiality protocols
- Support with creating, editing, formatting, redlining and proofreading documents, including legal documents, making editorial changes where necessary
- Maintain a bring-forward system and maintain departmental records using i-Share, SharePoint, OneDrive and other records retention systems and processes to ensure files and records are easy to access and organized and maintained in a confidential manner in accordance with company policy
- Monitor and approve legal invoices through Legal Tracker and address flags
- Support the VP with any documentation or presentations required for Committee meetings, Board of Director meetings and Executive Team that occur several times a year
- Relay information on behalf of the Vice President and Directors, responding to inquiries as appropriate; and be the ambassador for the department for employees, leaders, vendors and other external partners to support consistency across the organization
- Prepare agendas, materials and action logs for departmental Leadership team meetings.
- Follow up with leaders regarding due dates for various papers and presentations
- Organize departmental leadership team offsite meetings and quarterly department meetings including set up and coordination of hybrid meetings using Microsoft Teams and related audio-visual equipment
- Liaise and act as back-up to the Management Assistant(s) and provide coverage in the CEO office as required
- Support the financial planning process such as planning and development of department budget, forecasting, etc.
- Using Hyperion to track, analyze and report expenditures on a monthly basis identifying and reporting anomalies or significant variances with the Vice President
- Prepare and process requisitions, releases, payment of invoices
- Prepare expense reports for Vice President and review expense reports submitted by Leadership Team for accuracy and completeness
- Reconcile bi-weekly Kronos (time reporting system) in preparation for VP sign-off in a timely manner
- Ensure Vice-President’s and other professionals’ continuing education requirements have been met
- Evaluating office procedures with a focus on innovation and continuous improvement by recommending and implementing enhancements where needed
- Other duties as assigned and/or specific to the role (ex: PAC Committee)

**Qualifications**:

- Undergraduate degree or equivalent education and years of experience
- 8 years’ progressive senior administrative work experience, including the administrative support of Senior Leaders/Executives
- Legal experience, such as law clerk or legal administrative assistant, preferred
- Experience developing and editing complex legal, governance and policy documents Experience with financial planning and budgets management preferred
- Able to obtain and retain Transportation Security Clearance

**Knowledge, Skills and Abilities**:

- Detail orie

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