Executive Assistant, Airport Operations

2 days ago

Toronto, Canada Greater Toronto Airports Authority Full time

The Greater Toronto Airports Authority (GTAA) is a unique and dynamic place to work, with a bold plan to make Toronto Pearson, Canada’s leading global hub airport, a global leader in airport performance, customer care and sustainability. Together with our partners, approximately 1,900 GTAA employees are working to create a next-generation airport by innovating in all we do and striving for the most uplifting, safe and efficient experience for our passengers – all while championing the prosperity of our people, the community we call home, and our aviation partners. Join us on our journey together, as we put the joy back into travel and make Toronto Pearson the chosen place to fly and work.

What's in it for you

As a GTAA employee, you’ll have access to amazing benefits, including retirement planning, comprehensive group health benefits, employee assistance programs (EAP), paid leave, education and training, as well as recognition and rewards programs.

What you can expect from this position:

Reporting directly to the Chief Operating Officer, the Executive Assistant will provide administrative support to the Chief Operating Officer and the management team. The incumbent will manage most aspects of day-to-day office functions and undertake a variety of tasks and responsibilities.

Executive Support:
  • Serve as the primary point of contact for internal and external stakeholders on matters related to the COO
  • Proactively manage the Chief Operating Officer’s calendar, including managing conflicts and priority meetings in advance, providing effective preparation time for executives
  • Coordinate COO involvement with external stakeholders such as committees, working groups, associations, cities and regions
  • Arrange business travel including booking flights and accommodation, preparation of itineraries and conference registration
  • Confidentially respond to emails and filter as required
  • Organize departmental leadership team offsite meetings and quarterly department meetings
  • Manage select department projects and initiatives as assigned, which may include researching subject matter as required, preparing correspondence and ensuring the quality of all outgoing material meets standards
  • Prepare expense reports for Vice President and review expense reports submitted by Leadership Team for accuracy and completeness
  • Prepare and process requisitions, releases, payment of invoices
Advanced Presentation and Communication:
  • Develop high-quality presentations for Board of Director and Committee meetings, senior leadership updates, and external engagements
  • Collaborate with various departments to gather, analyze, and synthesize data for impactful presentations
  • Proofread and format board papers, ensuring compliance with corporate standards and deadlines
  • Prepare initial drafts of monthly/quarterly department reporting including data display and analysis, and activity reports for Executive and Board of Directors
Project Management:
  • Assist in the planning, tracking, and execution of key initiatives under the COO’s purview
  • Monitor progress on cross-departmental projects and prepare status updates for review
  • Proactively identify potential risks or delays in projects and recommend mitigation strategies
  • Follow up with leaders regarding due dates for various papers and presentations
Operational Efficiency:
  • Design and maintain systems to streamline the COO's workflows and decision-making processes
  • Prepare governance and policy correspondence in accordance with the established document management and preparation protocols by ensuring accuracy and timely completion of materials
  • Coordinate with leadership teams to ensure timely follow-up on action items and deliverables
  • Prepare agendas, materials and action logs for departmental Leadership team meetings
Stakeholder Management:
  • Build and maintain strong working relationships with internal and external stakeholders, including the leadership team, Executive and Management assistants and industry partners
  • Respond to internal and external requests for assistance, directing inquiries as appropriate
  • Anticipate stakeholder needs and prepare relevant materials or responses in advance
Emerging Responsibilities:
  • Act as a key collaborator for transformation and innovation initiatives within the airport
  • Leverage digital tools and platforms to optimize reporting, scheduling, and collaboration
  • Support change management activities, including drafting communications and assisting in employee engagement strategies

This is the role for you, if you have:

  • Bachelor’s degree in Business Administration, Communications, or a related field
  • 5+ years of experience in an Executive Assistant or similar role, preferably supporting C-suite executives.
  • Demonstrated experience working in a customer centric environment
  • Ability to obtain and retain a Transportation Security Clearance

Knowledge and skills you bring, that set you up for success:

  • Advanced proficiency in Microsoft Office Suite (PowerPoint, Excel, Word) and project management tools
  • Strong aptitude for data visualization and creating executive-level presentations
  • Familiarity with tools for collaboration and workflow optimization (e.g., SharePoint, Slack)
  • Excellent writing skills, including proper spelling, grammar and punctuation and ability to write and format moderately complex correspondence
  • Strong interpersonal skills and the ability to build relationships across all levels of the organization
  • Demonstrated ability to manage multiple priorities in a fast-paced environment
  • Proactive problem-solving and critical-thinking capabilities
  • Experience supporting large-scale projects and operational initiatives
  • Strong interpersonal skills coupled with a ‘can do’ attitude to provide great service to busy leaders
  • 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
  • Experience in the aviation or transportation industry is an asset
  • Certification in project management (e.g., PMP) is a plus

The GTAA is committed to Employment Equity and maintaining a diverse, equitable and inclusive workplace where everyone can thrive.

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