Program Assistant
Englehart, ON, Canada
Full Time
Experienced
POSITION: Program Assistant (New)
REPORTS TO: Vice President, Rail Operations
DEPARTMENT: Rail Services
LOCATION: Englehart
REFERENCE: 100-136-25
SALARY: $61,802- $72,685
WHO WE ARE:
Ontario Northland Transportation Commission (ONTC) is an Agency of the Province of Ontario that provides efficient and vital transportation services. We are a modern, forward-thinking organization focused on providing safe and reliable transportation services. ONTC has a rich history of over 120 years and strong connections to the communities we serve. With over 900 skilled professionals, we work together to enhance transportation services and ensure that they are sustainable for future generations. We offer a dynamic workplace culture, along with a competitive salary, excellent benefit package, a defined benefit pension plan, paid vacation, paid personal leave days and discounted transportation on our bus and passenger rail services.
ACCOUNTABILITY STATEMENT:
The Program Assistant will provide high-level administrative and confidential support to the Vice President, Rail Operations and the Directors of Rail Operations. This role involves managing confidential proprietary business information, coordinating meetings, communications and travel. The Assistant will demonstrate discretion, initiative, and have a strong understanding of organizational priorities.
MAJOR DUTIES/ RESPONSIBILITIES:
• Organize and coordinate executive outreach and external relations efforts on behalf of the Vice President, Rail Operations.
• First point of contact for senior managers, directors, and external contacts, providing an initial response to inquiries.
• Coordinate meetings with staff and external stakeholders on behalf of the Vice President and the Rail Operations team
• Prepare correspondence, reports and presentations as required.
• Expense management / reconciliation for the Vice President, Rail Operations.
• Coordinate travel, including transportation, hotel accommodations and itinerary planning.
• Maintenance of all filing systems for the Vice President and the Rail Operations team including active, closed and archived files as required by relevant legislation.
• Provide support for corporate-related department activities
• Minute recording for meetings, as required.
• Receive and organize communications to the Vice President, Rail Operations including telephone calls, mail and email messages
REQUIREMENTS:
• College diploma in business or office administration
• 3-5 years executive administrative experience or equivalent experience working in a public sector organization is an asset
• Knowledge of public sector organizations and ability to work in a politically sensitive environment
• Ability to maintain confidential practices related to business information.
• Ability to collaborate with multiple stakeholders, including the public, public sector partners and First Nations communities.
• Ability to exercise sound judgment in conflict situations with internal and external parties
• Good understanding of new web and mobile-based technologies.
• Above average computer skills including knowledge of Microsoft Office 365 (Word, Outlook, PowerPoint, Excel, Teams)
• Interpersonal and communication skills
• Excellent time management, prioritization and strategizing skills
• Committed to health and safety
BACKGROUND INVESTIGATION: The successful candidate will need to pass the following clearances: criminal record check, employment references and education verification.
CLOSING DATE: October 28, 2024 no later than 11:59 p.m. We thank all applicants for their interest; however, only those selected for an interview will be contacted. Qualified individuals are invited to apply in writing with a current covering letter and resume (provided in one document), stating reference name and number. Visit our career website to apply: https://www.ontarionorthland.ca/en/careers
At Ontario Northland, we are committed to employment equity. We value the unique skills and experiences each person brings to Ontario Northland and invite all interested individuals to apply and encourage applications from Indigenous peoples, racialized persons, women, persons with disabilities, and persons who identify as 2SLGBTQIA+.
Ontario Northland will provide accommodation to ensure barrier-free employment in accordance with the Canadian Human Rights Act and the Accessibility for Ontarians with Disabilities Act. You can request accommodation at any stage of the hiring process. If you require an accommodation, please contact Human Resources.
REPORTS TO: Vice President, Rail Operations
DEPARTMENT: Rail Services
LOCATION: Englehart
REFERENCE: 100-136-25
SALARY: $61,802- $72,685
WHO WE ARE:
Ontario Northland Transportation Commission (ONTC) is an Agency of the Province of Ontario that provides efficient and vital transportation services. We are a modern, forward-thinking organization focused on providing safe and reliable transportation services. ONTC has a rich history of over 120 years and strong connections to the communities we serve. With over 900 skilled professionals, we work together to enhance transportation services and ensure that they are sustainable for future generations. We offer a dynamic workplace culture, along with a competitive salary, excellent benefit package, a defined benefit pension plan, paid vacation, paid personal leave days and discounted transportation on our bus and passenger rail services.
ACCOUNTABILITY STATEMENT:
The Program Assistant will provide high-level administrative and confidential support to the Vice President, Rail Operations and the Directors of Rail Operations. This role involves managing confidential proprietary business information, coordinating meetings, communications and travel. The Assistant will demonstrate discretion, initiative, and have a strong understanding of organizational priorities.
MAJOR DUTIES/ RESPONSIBILITIES:
• Organize and coordinate executive outreach and external relations efforts on behalf of the Vice President, Rail Operations.
• First point of contact for senior managers, directors, and external contacts, providing an initial response to inquiries.
• Coordinate meetings with staff and external stakeholders on behalf of the Vice President and the Rail Operations team
• Prepare correspondence, reports and presentations as required.
• Expense management / reconciliation for the Vice President, Rail Operations.
• Coordinate travel, including transportation, hotel accommodations and itinerary planning.
• Maintenance of all filing systems for the Vice President and the Rail Operations team including active, closed and archived files as required by relevant legislation.
• Provide support for corporate-related department activities
• Minute recording for meetings, as required.
• Receive and organize communications to the Vice President, Rail Operations including telephone calls, mail and email messages
REQUIREMENTS:
• College diploma in business or office administration
• 3-5 years executive administrative experience or equivalent experience working in a public sector organization is an asset
• Knowledge of public sector organizations and ability to work in a politically sensitive environment
• Ability to maintain confidential practices related to business information.
• Ability to collaborate with multiple stakeholders, including the public, public sector partners and First Nations communities.
• Ability to exercise sound judgment in conflict situations with internal and external parties
• Good understanding of new web and mobile-based technologies.
• Above average computer skills including knowledge of Microsoft Office 365 (Word, Outlook, PowerPoint, Excel, Teams)
• Interpersonal and communication skills
• Excellent time management, prioritization and strategizing skills
• Committed to health and safety
BACKGROUND INVESTIGATION: The successful candidate will need to pass the following clearances: criminal record check, employment references and education verification.
CLOSING DATE: October 28, 2024 no later than 11:59 p.m. We thank all applicants for their interest; however, only those selected for an interview will be contacted. Qualified individuals are invited to apply in writing with a current covering letter and resume (provided in one document), stating reference name and number. Visit our career website to apply: https://www.ontarionorthland.ca/en/careers
At Ontario Northland, we are committed to employment equity. We value the unique skills and experiences each person brings to Ontario Northland and invite all interested individuals to apply and encourage applications from Indigenous peoples, racialized persons, women, persons with disabilities, and persons who identify as 2SLGBTQIA+.
Ontario Northland will provide accommodation to ensure barrier-free employment in accordance with the Canadian Human Rights Act and the Accessibility for Ontarians with Disabilities Act. You can request accommodation at any stage of the hiring process. If you require an accommodation, please contact Human Resources.
Les offres d'emploi sont également disponibles en français. Visitez notre site Web sur les carrières ou appelez le 1-800-363-7512, poste 394 pour plus de renseignements.
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