Administrative Assistant

Career Opportunity

You will be responsible for providing administrative and secretarial support to the Head - Bus Transportation and for providing effective office support services for the Bus Transportation Department. Carrying out special assignments as directed; coordinating and preparing responses to internal and external communication requests; researching information and preparing a variety of correspondence, reports and other material related to the work; and giving guidance and direction to departmental staff regarding administrative functions, office procedures and corporate policies.

What You Will Do

• Provide meeting support for various meetings for the Group/Department.
• Prepare and/or assist in the preparation of documents, presentations, and reports, and distribute to the appropriate parties in accordance with established standards.
• Coordinate, prepare correspondence, and/or communicate verbally with others to ensure accurate and timely communication of information.
• Monitor, track and maintain information/data/ records/files, following up, and updating as required.
• Provide administrative and office support, and perform a variety of administrative duties related to assigned work.
• Provide guidance, expertise and advice, and make recommendations for improvement regarding related areas.
• Liaise with Group/Department staff, other Groups/Departments, and/or external organizations.
• Assist and/or prepare the department's administrative operating budget, capital budget, other budgets and/or cost estimates as required for the department, and may monitor expenditures.
• Coordinate and/or provide training to staff, including arranging for training and providing guidance relative to the resolution of problems.
• Participate and assist with special projects and activities as directed.
• 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.
• Participation in the TTC Customer Service Ambassador Program.

What Skills Do You Bring?

What Qualifications Do You Bring?

• Completion of a post-secondary office administration education or the equivalent combined with several years of progressively senior experience in an office administrative capacity.
• Executive Assistant Program/Administrative Assistant Program diploma or Certificate is an asset.
• Requires knowledge of business administration concepts and practices combined with a sound knowledge of modern office methods, procedures, practices and equipment as well as research methods and techniques.
• Must be proficient in the use of a personal computer, software applications and computer capacity relevant to the work (i.e. Word, Excel, Power Point, Access).
• Sound judgement; excellent organizational, interpersonal, oral and written communication skills.
• Ability to effectively coordinate and direct departmental administrative/office support activities and provide advice, guidance and direction regarding departmental administrative procedures, protocols and policies.
• Ability to handle several responsibilities at once, under minimal supervision.
• Must have or must rapidly acquire sound knowledge of the TTC and Department organizational structure and functions, as well as policies and procedures applicable to the work performed.

What We Offer

• Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
• A flexible, hybrid work approach that allows colleagues to find balance between their professional and personal lives and making the most of the benefits of working remotely and purpose-driven in-person collaboration opportunities.
• One of the great benefits of being a full-time TTC employee is becoming a member of TTC defined pension plan.
• A comprehensive package that covers health, dental, vision and more.
• Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues' well-being.

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 is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQIA+ community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability. Please contact Talent Management at (416) 393-4570. Any information received related to an accommodation will be addressed confidentially.