JOB INFORMATION
Requisition ID: 10240
Number of Vacancies: 1
Department: Marketing and Customer Experience (20000003) - Head & Staff - Marketing & Customer Exp (30000003)
Salary Information: $73,382.40 - $91,728.00
Pay Scale Group: 07SA (CAN/S/J/07SA)
Employment Type: Regular
Weekly Hours: 35 Off Days: Saturday & Sunday Shift:
Posted On: October 28, 2024
Last Day to Apply: November 11, 2024
Reports to: Head, Marketing and Customer Experience
The Toronto Transit Commission (TTC), North America's third largest transit system and recognized as one of the top places to work in the GTA has introduced its new 2024-2028 TTC Corporate Plan - Moving Toronto, Connecting Communities which continues the TTC’s legacy of delivering service to hundreds of millions of customers a year. The TTC’s new vision and mission statements also help promote the many environmental, social equity and economic benefits that the TTC provides:
Vision: Moving Toronto towards a more equitable, sustainable, and prosperous future.
Mission: To serve the needs of transit riders by providing a safe, reliable, efficient, and accessible mass public transit service through a seamless integrated network to create access to opportunity for everyone.
The full Plan can be viewed on ttc.ca.
Reporting to the Head – Strategy and Planning, the incumbent is responsible for providing administrative and secretarial support to the Head – Strategy and Planning, and for providing effective and efficient administrative and office services support to the Section Heads and other staff in the Department.
Provides administrative and office support services to the Section Heads and other staff members. This involves:
- initiating, assigning, tracking, and following-up on work to meet departmental and Commission requirements;
- reviewing/assessing, assigning , tracking, and co-ordinating with Chief/CEO’s office, the departmental responses for Senior Management/CEO and Commissioners;
- arranging meetings, securing conference rooms, and compiling information and material required for departmental staff;
- maintaining, updating, and cataloguing Commission Report reference binders and presentations pertaining to department;
- preparing presentations for Commission and public meetings using PowerPoint
- maintaining an image bank to facilitate preparation of presentations;
- assigning file- and cross-references to incoming and outgoing correspondence and determining classification and confidentiality of data;
- maintaining current project files and reference binders for Head – Strategy and Planning and Section Heads;
- maintaining files of project-related invoices and purchase orders;
- preparing and cataloguing departmental Staff Summary Sheets;
- maintaining an electronic contact list of municipal officers, transit officials, and visitors;
- maintaining staff professional membership records;
- maintaining updates to Corporate Emergency Contact List, Corporate Security Escalation Plan, and System Safety Plan;
- making travel and accommodation arrangements for the Head – Strategy and Planning and senior department staff in consultation with the Administrative Co-ordinator – Strategy and Customer Experience Group;
Provides administrative and secretarial support to the Head – Strategy and Planning by:
- preparing and cataloguing the Head – Strategy and Planning’s presentations, Mayor’s Briefings, etc.;
- organizing the Head – Strategy and Planning’s project reference files;
- maintaining a tracking and follow-up system to ensure action requested by the Head – Strategy and Planning is taken, and expediting same, as required;
- arranging meetings and appointments to assist in maintaining Head – Strategy and Planning’s calendar;
- researching, compiling material for, and helping prepare presentations and Commission reports;
- assisting in the preparation of each period’s Workforce Monitoring Report;
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.
Communicate in a variety of mediums
Maintain documentation and historical records
Plan and organize activities / projects to meet section and organizational goals
Use office technology, software and applications
Understand and apply administrative policies, processes, and procedures
- Post secondary office administration education, or the equivalent, combined with several years of progressively senior experience in an office administrative capacity.
- Knowledge of business administration principles, methods, procedures, practices and equipment;
- Sound judgement; excellent organizational, interpersonal and oral and written communication skills (grammar, punctuation and spelling);
- Proficient in the use of a personal computer, and computer software and applications related to the work (e.g. PowerPoint, Excel, Word, Outlook, etc.);
- Must have the ability to handle several responsibilities at once and meet deadlines;
- Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.
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.
The TTC’s policy prohibits relatives of current TTC employees from being hired, assigned, transferred or promoted into positions, where there is a conflict of interest due to a relationship. Should you be selected for an interview, you will be required to disclose the name, relationship and position of any relative who is a current TTC employee.
We thank all applicants for their interest but advise only those selected for an interview will be contacted.
