Administrative Assistant

General Accountability

Reporting to the Head – Strategy and Planning, the incumbent is responsible for providing administrative and secretarial support to the Head – Strategy and Planning, and for providing effective and efficient administrative and office services support to the Section Heads and other staff in the Department.

Key Job Functions

Provides administrative and office support services to the Section Heads and other staff members. This involves:

• initiating, assigning, tracking, and following-up on work to meet departmental and Commission requirements;
• reviewing/assessing, assigning , tracking, and co-ordinating with Chief/CEO’s office, the departmental responses for Senior Management/CEO and Commissioners;
• arranging meetings, securing conference rooms, and compiling information and material required for departmental staff;
• maintaining, updating, and cataloguing Commission Report reference binders and presentations pertaining to department;
• preparing presentations for Commission and public meetings using PowerPoint
• maintaining an image bank to facilitate preparation of presentations;
• assigning file- and cross-references to incoming and outgoing correspondence and determining classification and confidentiality of data;
• maintaining current project files and reference binders for Head – Strategy and Planning and Section Heads;
• maintaining files of project-related invoices and purchase orders;
• preparing and cataloguing departmental Staff Summary Sheets;
• maintaining an electronic contact list of municipal officers, transit officials, and visitors;
• maintaining staff professional membership records;
• maintaining updates to Corporate Emergency Contact List, Corporate Security Escalation Plan, and System Safety Plan;
• making travel and accommodation arrangements for the Head – Strategy and Planning and senior department staff in consultation with the Administrative Co-ordinator – Strategy and Customer Experience Group;

Key Job Functions continued

Provides administrative and secretarial support to the Head – Strategy and Planning by:

• preparing and cataloguing the Head – Strategy and Planning’s presentations, Mayor’s Briefings, etc.;
• organizing the Head – Strategy and Planning’s project reference files;
• maintaining a tracking and follow-up system to ensure action requested by the Head – Strategy and Planning is taken, and expediting same, as required;
• arranging meetings and appointments to assist in maintaining Head – Strategy and Planning’s calendar;
• researching, compiling material for, and helping prepare presentations and Commission reports;
• assisting in the preparation of each period’s Workforce Monitoring Report;

Promotes a respectful work and service environment that supports diversity, inclusion, and is free from harassment and discrimination. Provides leadership in the development and implementation of inclusive and accessible policies, programs and/or services for employees and customers in accordance with TTC's commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC's policies.

Skills

Education and Experience

• Post secondary office administration education, or the equivalent, combined with several years of progressively senior experience in an office administrative capacity.
• Knowledge of business administration principles, methods, procedures, practices and equipment;
• Sound judgement; excellent organizational, interpersonal and oral and written communication skills (grammar, punctuation and spelling);
• Proficient in the use of a personal computer, and computer software and applications related to the work (e.g. PowerPoint, Excel, Word, Outlook, etc.);
• Must have the ability to handle several responsibilities at once and meet deadlines;
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.

Additional Requirements

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