Executive Assistant, Toronto

Career Opportunities: Executive Assistant (13134) Requisition ID: 13134

Number of Vacancies: 1

Department: CEO's Office

Salary: $96,460.00 - $120,611.40

Employment Type: Regular

Weekly Hours: 35

Work Mode: On‑Site

Reports to: Chief Executive Officer

The Toronto Transit Commission (TTC) is North America's third largest transit system and recognized as one of the top places to work in the Greater Toronto Area. The TTC’s 2024‑2028 Corporate Plan – Moving Toronto, Connecting Communities – promotes environmental, social equity and economic benefits through safe, reliable and accessible transit service.

Vision:

Moving Toronto towards a more equitable, sustainable, and prosperous future.

Mission:

To serve the needs of transit riders by providing a safe, reliable, efficient, and accessible mass public transit service through a seamless integrated network to create access to opportunity for everyone.

Reporting to the CEO, the Executive Assistant provides high‑level administrative and operational support to ensure effective functioning of the CEO’s Office. This role manages priorities, coordinates key activities, and ensures the CEO is well‑prepared.

Acting as a liaison with internal and external stakeholders, the Executive Assistant handles sensitive information with discretion and uses sound judgment to anticipate needs, address emerging issues and maintain seamless operations. The ideal candidate is highly organized, adaptable, and an excellent communicator who thrives in a fast‑paced environment and contributes to a professional, collaborative culture.

SCOPE&RESPONSIBILITIES Executive Support, Coordination&Office Management

Provide comprehensive administrative support to the CEO, ensuring efficient daily operations of the CEO’s Office.

Manage and coordinate the CEO’s calendar, including scheduling, prioritizing commitments, and aligning activities with organizational priorities.

Coordinate travel arrangements, logistics, and itineraries.

Maintain the executive office environment through collaboration with internal support teams (e.g., IT, Facilities, Property Services).

Serve as the primary point of contact for inquiries directed to the CEO’s Office, ensuring timely, accurate, and appropriate responses.

Liaise with senior leadership, administrative staff, Board Members, government representatives and external stakeholders.

Facilitate internal and external meetings, ensuring appropriate representation and follow‑up.

Meeting Preparation, Communications&Issue Management

Ensure the CEO is well prepared for meetings by compiling and reviewing briefing materials, agendas, and background information.

Attend meetings as required to capture detailed notes and prepare summarized minutes.

Review and edit correspondence, reports and presentations for quality, accuracy and alignment with organizational standards.

Monitor, triage and prioritize emerging issues, including sensitive or high‑profile matters.

Anticipate potential challenges and recommend appropriate courses of action.

Support resolution of customer complaints and inquiries escalated to the CEO’s Office.

Operations&Continuous Improvement

Recommend and implement improvements to administrative processes, systems and workflows.

Share best practices and provide guidance to administrative staff to promote consistency and efficiency.

Support onboarding and training of new staff within the CEO’s Office.

Handle confidential and highly sensitive information related to operations, labour relations, legal matters and organisational strategy.

Prepare and maintain confidential records, correspondence and reports.

Undertake special projects and assignments as directed by the CEO.

KEY SKILLS&EXPERTISE

Strong knowledge of executive administration practices, office management and organisational procedures.

Exceptional organisational, time management and prioritisation skills with the ability to manage multiple competing demands.

Demonstrated ability to exercise sound judgement, discretion and confidentiality.

Highly developed interpersonal and communication skills with the ability to interact effectively with diverse stakeholders.

Strong analytical and problem‑solving capabilities, with the ability to interpret and respond to complex inquiries.

Proficiency in Microsoft Office applications and other business systems.

Ability to work independently while coordinating activities across teams and functions.

Experience building and maintaining collaborative relationships in a complex organisational setting.

EDUCATION&PROFESSIONAL CREDENTIALS

Completion of a University Degree or College Diploma in a related field, or a combination of education, training and experience deemed equivalent.

Several years of progressively responsible experience in senior administrative or executive support roles.

Commitment to EDI

The TTC is committed to upholding the values of equity, diversity, anti‑racism and inclusion in the delivery of its services and in its workplaces. The TTC encourages applications from all applicants, including those in historically disadvantaged groups, people with disabilities, women and people from the LGBTQIA+ community. The TTC values an inclusive and barrier‑free recruitment and selection process. Accommodations for applicants are available upon request.

#J-18808-Ljbffr