Administrative Assistant (1-yr contract)

The Toronto Parking Authority (TPA) is looking for an Administrative Assistant to join the team for a 1-year contract. Reporting to the Vice President, Human Resources, the Administrative Assistant is responsible for providing effective and efficient day-to-day operational support by performing a wide range of administrative support functions and coordinating day-to-day functions and related projects in a fast-paced environment requiring the use of good judgment, initiative, discretion, professionalism and confidentiality. As a member of the Corporate Administration team, the Administrative Assistant provides administrative support to assigned executives; and provides support to the Executive Assistant including back-up duties in their absence.

Major Responsibilities:

1. Coordinates, schedules, and monitors daily calendars for the assigned executives, prioritizing items based on an understanding of the business context (e.g. schedules meetings, arranges appointments, budgets time, and provides appropriate reminders).
2. Handles general inquiries and requests from all levels of staff and external parties, including other agencies, elected officials and the members of the public.
3. Ensures that tracking and following up of requests is maintained and deadlines are met.
4. Monitors and maintains office correspondence and assists in drafting responses to general issues; coordinates resources to support executives; composes and/or edits a variety of highly confidential documents (e.g. correspondence, memos, contracts, proposals, reports, presentations).
5. Monitors and coordinates document preparation, ensuring that documents are ready by established deadlines. Compiles, proofreads, and formats reports and other documents and presentations as required.
6. Arranges meetings (e.g. booking rooms, researching, and preparing agendas, coordinating, and distributing documentation), coordinating with senior internal and external stakeholders; synchronizes cross-functional agenda items, organizes, and prepares presentations and materials for committees, board, and other meetings. Captures meeting notes.
7. Monitors and reconciles invoices, p-card/credit expenses, including executive expenses as required.
8. Provides support to executives and performs back-up duties in the absence of the Executive Assistant.
9. Exercises caution and discretion with labour relations, personnel and other confidential information.
10. Facilitates the continuous operation and availability of office equipment.
11. Participates in the organizing and coordination of head office operations and processes, including the provision of general office support, including reception, mail management, monitoring and ordering supplies and arranging access visits for the maintenance of office equipment; plants; confidential shredding, etc.
12. Processes incoming communications and greet and assist incoming visitors, projecting an approachable and professional image.
13. Participates in meetings, event coordination, or projects as assigned.
14. Provides ad hoc support around office (incl. virtual) or other duties as needed.

QUALIFICATIONS, EDUCATION & EXPERIENCE:

1. Post-secondary diploma or degree or equivalent combination of education and experience in administrative support services.
2. 1-2 years’ experience in the performance of administrative support duties, handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.
3. Experience in planning and organizing appointments, meetings, taking minutes.
4. Experience in the preparation and drafting of standard correspondence and reports, preparing and formatting presentations, editing the layout and formatting reports, correspondence, charts and tables.
5. Experience working with confidential materials/information.

SKILLS:

1. Highly developed customer service skills with the ability to communicate effectively, both orally and in writing.
2. Excellent organization and time management skills, including attention to detail, and ability to set priorities, meet deadlines, deal with conflicting priorities/work demands and meet multiple and/or unexpected deadlines in a demanding environment.
3. Ability to work independently and effectively with minimal supervision. Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
4. Skilled in Microsoft 365 (ie. Teams, Sharepoint, MS PowerPoint, Word, and Excel).
5. Strong team player with excellent interpersonal skills.
6. High degree of self-motivation, energy and resilience.
7. Good work ethic, proactive and the desire to continuously learn and improve.
8. Ability to develop and implement administrative work procedures and systems.
9. Ability to work well under pressure, to balance competing priorities and meet strict deadlines.

About the Toronto Parking Authority

Toronto Parking Authority (TPA) is the largest municipal parking operator in North America, third largest bike share operator and largest operator of municipally owned EV charging in Canada. At the Toronto Parking Authority, we aspire to create a seamless customer experience that delivers on choice, ease, and speed through the City. We are proud to be a major strategic asset for the City in supporting Toronto’s Mobility goals. Our advancements, such as enhancements to the Green P app, the expansion of Bike Share Toronto and establishment of a new systems operating centre reflect our commitment to innovation and service excellence.

Join us in Driving (and Riding and Charging) Last Mile Mobility

We recognize that our people are how we make this happen. It’s why we have a company culture that values safety, respect and integrity. We strive to be a great place to work: As an employee, you’ll experience professional and organizational growth within a collaborative environment where all our efforts are aligned: to deliver on our vision to become the world’s best provider of sustainable parking, bike share and last mile mobility.

Come and experience what it’s like to work at TPA, where our Rules of the Road guide us: We will win and celebrate as a team; We are passionate about our customers and stakeholders; We will set targets, keep score and win; We will act with a sense of urgency; and We will be respectful, courteous, and accountable.

We are growing. We are mobility. We are TPA.

About the Application Process

As employees we all share in maintaining a safe environment for customers and visitors and a safe work environment for TPA employees. This environment always promotes and exemplifies our Core Values of Safety Always, Respect and Value Differences, and Act with Integrity.

TPA is committed to equity, diversity, anti-racism and inclusion in the delivery of its services and workplaces. TPA is committed to fostering a diverse workforce that is representative of the community it serves at all levels of the organization, and supports an inclusive environment. TPA welcomes applications from members of groups with historical or current barriers to equity, including but not limited to Black and racialized groups, women, Indigenous peoples, persons with disabilities, people from the LGBTQ(IA2S+) community, and others with the skills and knowledge to productively engage with diverse communities. We seek to maintain our commitment to excellence and recognize that increasing the diversity of our employees supports this objective. We are dedicated to equal opportunity.

TPA encourages applications from all qualified applicants and is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources.

TPA has an Employment of Relatives Policy which controls relatives of current employees from being hired, assigned, transferred or promoted into positions where there is a conflict of interest due to relationship. Should you be selected for an interview, you will be asked to disclose the name, relationship and position of any relative who is a current TPA employee.

We thank all applicants; however, only those selected for an interview will be contacted.