Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto\'s subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario.

At Metrolinx, equity, diversity and inclusion are essential to living our values of serving with passion, thinking forward and playing as a team.

Our Corporate Secretary\'s Office within Legal Services is seeking a Board Coordinator to perform a wide range of planning, coordination, management and administrative duties for the effective and efficient delivery of the Metrolinx Board and committee meetings, and the day-to-day operation of the Corporate Secretary\'s office, including providing administrative support to management level staff, and coordinating various day-to-day functions and related projects.

What can I expect to do in this role?

What will I be doing?
Reporting to the Senior Advisor, Board Governance, assists in the coordination, completion and administration of Board and Committee meetings including but not limited to:

• tracking meeting and timelines for submitting reports, liaising with staff across Metrolinx as appropriate
  
• finalizing, logging, and distributing reports for meetings to all intended recipients in accordance with established timelines
  
• Provides dedicated support to the Senior Advisor, Board Governance and other team members within the
  Corporate Secretary\'s Office on Board meeting preparation and facilitation including but not limited to:
  
• maintaining the Board and Committee meeting calendars and invitations
  
• making logistical meeting arrangements for both closed and open (public) Board and Committee meetings including, confirming availability/quorum, booking boardrooms, facilitating Board/staff and others\' attendance, working with third party A/V service providers, technical staff, etc.
  
• recording Board member meeting attendance, and processing and payment of Board remuneration
  
• Supports Board Members on:
  
• processing course/training requests and registrations, and the payment of expense claims
  
• scheduling and managing meeting calendars, materials and technology
  
• Arranges in-person, virtual and hybrid meetings, involving multiple internal/external participants, and makes all logistical meeting arrangements (e.g. coordinating boardroom bookings, luncheons, and arranging travel and accommodations)
  
• Sets up and maintains office filing systems, including correspondence, papers, minutes, reports and related administrative records related to Board and Committee meetings
  
• Provides administrative support services to the Corporate Secretary\'s Office, some of which, may be specialized and unique
  
• Produces documents for various audiences, including bulletins, meeting minutes, letters, policy
  and technical reports, charts, and presentations using software applications \xe2\x80\xa2 Scans or photocopies incoming correspondence; reviews and prioritizes correspondence based on content and urgency for redirection to appropriate staff (attaching pertinent background materials) for response and follow-up
  
• Organizes corporate travel arrangements for board meetings, including hotel accommodations, and adheres to all corporate requirements related to corporate travel
  
• Identifies and recommends methods to improve administrative systems and business functions to maximize office efficiency and effectiveness. Familiarity and/or experience with LEAN Principles is beneficial.
  
• Maintains records, manuals and policies affecting directors and Board meeting processes and procedures
  
• Monitors and reconciles budgets for assigned offices, prepares and submits expenses
  
• Conducts procurement activities for the office (e.g. purchasing office supplies, and other goods and services, verifying invoices and bringing discrepancies to the managers\' attention with recommendations for resolution), in compliance with corporate procedures

How do I qualify?

What skills & qualifications do I need?

• Completion of a post-secondary school diploma in a related discipline such as Office Administration \xe2\x80\x93 or a combination of education, training and experience deemed equivalent
  
• Minimum two (2) years\' experience providing executive support and administrative services in a governance setting or to senior level executives.
  
• Legal experience in a law department or a law firm is beneficial. Knowledge of the principles and practices of standard administrative office procedures (e.g. developing correspondence, meetings agendas and related materials; minutes taking; developing presentations; organizing and coordinating meetings, in person, virtual and hybrid meetings; making travel and meal arrangements; reviewing, prioritizing, and distributing correspondence for response with follow-up, etc.)
  
• Strong organization and record keeping skills and the ability to assimilate and handle a large volume of information. Ability to organize/coordinate through a highly detailed and time-consuming board reporting process, which requires numerous version controls amongst key internal and often external stakeholders for finalization of Board reports
  
• Independence to proactively ensure timely follow-up and communicate resolutions
  
• Proven ability to meet tight deadlines while paying attention to details, ensuring a high standard of quality work
  
• Ability to handle highly confidential and sensitive information
  
• Excellent computer skills in MS Office (e.g. Outlook, Word, Excel, PowerPoint) to prepare a broad range of documents for Board meetings. Experience with Diligent is beneficial.
  
• Experience operating and maintaining supplies for office machines (e.g. printers, copiers, faxes, etc.)
  
• Experience with procurement processes to maintain office supplies inventories and keep office machines in good working order
  
• Knowledge of budget processes to maintain and reconcile office budgets, track expenses, and create financial reports
  
• Interpersonal, public relations, and oral/written/presentation communication skills to develop and distribute correspondence and other meeting materials, take minutes, develop presentations, and provide administrative support

Don\'t Meet Every Requirement?

If you\'re excited about working with Metrolinx but your past experience doesn\'t quite align with every qualification of this posting, we encourage you to apply. You just might be the right candidate for this or other roles. We are always looking for great talent to join our team.

We invite all interested individuals to apply and encourage applications from members of equity-deserving communities, including those who identify as Indigenous, Black, racialized, women, people with disabilities, and people with diverse gender identities, expressions and sexual orientations.

Working Conditions:

Flexibility may be needed to work outside of standard hours.

Accommodation:

We value the unique skills and experiences each person brings to Metrolinx and are committed to creating and maintaining an inclusive and accessible environment. We are committed to the requirements of the Accessibility for Ontarians with Disabilities Act so if you require accommodation during the hiring process, please let our Recruitment team know by contacting us at: 416-202-5601 or email hr.recruitment@metrolinx.com.

Application Process:

All applicants must be legally entitled to work in Canada. Metrolinx will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence, we recommend that you check your email regularly. If no response is received, we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any background information provided be misleading, inaccurate or incorrect, Metrolinx reserves the right to discontinue with the consideration of your application.

To apply for this position, please submit your resume online through the Current Opportunities page: https://ehtc.fa.ca2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/104747/?utm_medium=jobshare

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

WE ARE AN EQUITABLE AND INCLUSIVE EMPLOYER.

Additional Information:

Address:

• 1 Permanent, 97 Front St W, Toronto, Toronto Region

Compensation Group:
Excluded




Understanding the job ad - definitions Schedule:




Category:
Legal Services



Posted on:
Wednesday, March 22, 2023

Note:

• This posting is for an organization that is not a part of the Ontario Public Service. The information and tips on the Ontario Public Service Careers website may not apply to this posting. Please use the contact information below to contact the organization directly if you have questions.