Job Information
Ontario Northland Program Assistant in North Bay, Ontario
POSITION: Program Assistant
REPORTS TO: Chief Administrative Officer
DEPARTMENT: Corporate Services
LOCATION: North Bay
REFERENCE: 800-179-25
SALARY: $73,112 - $86,008
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 primarily to the Chief Administrative Officer (CAO), with secondary coordination support for the Directors reporting to the CAO. This role includes managing confidential business information, coordinating meetings and schedules, supporting communication flow across the division, and handling travel arrangements. The Program Assistant will demonstrate discretion, initiative, and a strong understanding of organizational goals and priorities, while ensuring seamless collaboration and efficient administrative operations.
MAJOR DUTIES/ RESPONSIBILITIES:
Provide comprehensive administrative support to the CAO, including managing calendars, scheduling meetings, and handling correspondence with a high degree of confidentiality and professionalism
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 CAO and prepare correspondence, reports and presentations as required
Assist in the coordination of cross functional meetings
Provide logistical support for recurring leadership meetings, such as preparing meeting rooms, virtual setup, gathering and distributing materials
Monitor divisional calendars to anticipate and proactively address any upcoming deadlines and/or scheduling conflicts
Act as the liaison for rescheduling or adjusting meetings to accommodate urgent requests for internal or external stakeholders
Expense management and reconciliation for the CAO
Coordinate travel, including transportation, hotel accommodations and itinerary planning
Prepare any itineraries and coordinate with other stakeholders to align travel and meeting schedules
Support travel coordination for divisional leadership, where representation at external/offsite engagements are scheduled
Provide day-to-day administrative support
Assist with project tracking and provide updates to the CAO on deadlines, deliverables and pending tasks
Maintain and organize records, ensuring compliance with organizational retention policies
Serve as a gatekeeper for incoming communication, prioritizing and directing inquiries to appropriate team members
Maintenance of all filing systems for the CAO and their 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 CAO including telephone calls, mail and email messages
Act as a resource for Directors’ team, facilitating communication and supporting any cross-division initiatives including collecting and consolidating input from Directors or reports or projects
Maintain a shared tracking system for divisional projects and tasks enabling visibility and accountability
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)
Strong interpersonal and communication skills
Excellent time management, prioritization and strategizing skills
Ability to collaborate effectively in a team environment
BACKGROUND INVESTIGATION: The successful candidate will need to pass the following clearances: criminal record check, employment references and education verification.
CLOSING DATE: January 22, 2025 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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