Executive Assistant, Airport Development

2 weeks 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 directly to the Chief Infrastructure Officer (CIO), the Executive Assistant will provide administrative support to the Chief Infrastructure Officer and the management team. The incumbent will manage most aspects of day-to-day office functions and to undertake a variety of tasks and responsibilities.

**Key Accountabilities**:

- Proactively manage the Chief Infrastructure Officer’s calendar, including managing conflicts and priority meetings in advance, providing effective preparation time for executives
- Coordinate CIO involvement with external stakeholders such as committees, working groups, associations, cities and regions
- Arrange business travel including booking flights and accommodations, preparation of itineraries and conference registration for work related purposes
- Proactively manage and maintain ADTS SharePoint sites
- Oversee the Operations Bulletins process and issuance providing training, maintaining SharePoint files and external distribution lists
- Prepare governance and policy correspondence in accordance with the established document management and preparation protocols by ensuring accuracy and timely completion of materials
- Support with creating, editing, formatting and proofreading documents, making editorial changes where necessary
- Support the CIO with any documentation or presentations required for Committee meetings and Board of Director meetings that occur several times a year (ex: Board Paper formatting, editing and version control)
- Respond to internal and external requests for assistance, directing inquiries as appropriate
- Prepare agendas, materials and action logs for departmental Leadership team meetings
- Follows up with leaders regarding due dates for various papers and presentations
- Organize departmental leadership team offsite meetings, events and quarterly department meetings
- Support the financial planning process such as planning and development of division budget, forecasting, etc
- Track, analyze and report expenditures on a monthly basis identifying and reporting anomalies or significant variances with the CIO
- Prepare and process requisitions, releases, payment of invoices
- Prepare expense reports for CIO and reviews expense reports submitted by Leadership Team for accuracy and completeness

**Qualifications**:

- Post-secondary diploma or degree, or a combination of relevant education and/or experience
- Post-secondary diploma in Business Administration, Engineering or related field preferred
- 5 years’ progressive senior administrative work experience preferably in an Executive Assistant capacity
- Experience developing complex governance and policy documents using prescribed methodology
- Demonstrated experience working in a customer centric environment
- Obtain and retain a Transportation Security Clearance

**Knowledge, Skills and Abilities**:

- Detail oriented with strong time management and organizational skills, and the ability to triage work from multiple sources to discern order of priority
- Excellent writing skills, including proper spelling, grammar and punctuation and ability to write and format moderately complex correspondence
- Considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature
- Excellent analytical and problem-solving skills with demonstrated attention to detail, accuracy and problem solving
- Ability to work in a dynamic, fast-paced environment and deal calmly and effectively with change and ambiguity
- Strong interpersonal skills coupled with a ‘can do’ attitude to provide great service to busy leaders.

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