You will provide direct administrative support to the Director of Project Controls and Risk, including proactive calendar management and assist in the preparation of documents, minutes of meetings, presentations, and reports, ensuring accuracy and quality of work.
The incumbent will liaise with other colleagues/support staff concerning routine administrative matters as well as other departments, and external parties under the direction of department staff.
Compile and process information, verifying correctness, accuracy and consistency of information following established procedures and within timelines.
As the Project Administrative Secretary, you will monitor and track information/records, following up, and updating as required. Coordinate logistics of team meetings and interviews, prepare onboarding documentation for new employees and follow up other departments. You will also ensure that office space, equipment and supplies are up to required standards. Prepare and maintain complete and current project files. Retrieve and compile correspondence and/or data relating to specific projects/issues for use by the Director of Project Controls and Risk or the department.
You will act as a recording secretary for Project related meetings, as required and record, profile and sort incoming/external correspondence, submittals and faxes using document control system. As well as maintain a follow-up and action system for issues requiring responses to letters/memos and other requests by staff.
You will demonstrate behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) 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.
As the incumbent will be required to participate in the TTC Customer Service Ambassador Program.