Divisional Administrator - Jobs in North Bay, Ontario

Job Description

POSITION: Divisional AdministratorREPORTS TO: Chief Marketing and Communications OfficerDEPARTMENT: Marketing and CommunicationsLOCATION: North BayREFERENCE: 800-88-26SALARY: $74,932 - $88,140WHO 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 1000 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 Divisional Administrator will provide high-level administrative and confidential support to the Chief Marketing and Communications Officer (CMCO) and Directors/Managers reporting to them. The role involves managing confidential proprietary business information, completing briefings and status reports, coordinating meetings, communications and travel. This individual requires discretion, initiative, and a deep understanding of organizational priorities to support decision-making and to advance organizational initiatives and goals.MAJOR DUTIES/ RESPONSIBILITIES:

• Provide day-to-day administrative support to the Chief Marketing and Communications Officer (CMCO), including calendar management, correspondence, and document preparation.
• Organize and coordinate executive outreach, external relations, and confidential matters on behalf of the CMCO.
• Serve as the first point of contact for internal departments, senior leadership, and external stakeholders, exercising discretion and professionalism.
• Act as a gatekeeper for incoming communications (calls, emails, mail), prioritizing and directing inquiries appropriately.
• Coordinate and provide logistical support for internal and cross-functional meetings, including scheduling, room/virtual setup, materials preparation, and minute-taking.
• Liaise with external administrators and contacts to arrange meetings and events, requiring tact, diplomacy, and confidentiality.
• Monitor executive calendars to anticipate scheduling conflicts and adjust meetings as needed to accommodate urgent priorities.
• Manage travel arrangements for the CMCO and divisional leadership, including transportation, accommodation, and itinerary planning.
• Handle expense reconciliation and reporting for the CMCO.
• Assist with project tracking, ticket reporting, and maintaining a shared system for divisional tasks and deadlines.
• Maintain organized records and filing systems in compliance with retention policies and legislation.
• Draft, proofread, and revise reports, presentations, and briefings for internal and external audiences.
• Collaborate with Directors and Managers on cross-division initiatives, collecting and consolidating input for reports and projects.
• Work with vendors and agencies to clarify roles, share information, and manage project timelines.
• Identify inefficiencies in departmental processes and recommend improvements to enhance performance.

REQUIREMENTS:

• College Diploma in Business Administration, Public Relations, or a related field.
• University Degree in Business Administration or a related discipline is preferred.
• 3–5 years of experience in office administration and executive support, project coordination and organizational support.
• Proficient in Microsoft 365 (intermediate to advanced), including spreadsheets, word processing, presentations, project management tools, and database systems.
• Comfortable adopting and using new web and mobile-based technologies.
• Highly organized, self-motivated, and skilled in time management, strategic planning, and task prioritization under pressure.
• Demonstrated political acuity, tact, diplomacy, and sound judgment in managing sensitive or conflict situations with internal and external stakeholders.
• Proven ability to develop and implement goals into actionable plans and deliverables.
• Effective team collaborator with a high degree of confidentiality and discretion.
• Skilled in conflict resolution, with the ability to navigate competing priorities and maintain professionalism in high-stakes environments.
• Valid driver’s license (required for event support and travel).
• Ability to travel up to 25%.
• Ability to be on call as required.
• Must be committed to company health and safety.

BACKGROUND INVESTIGATION: The successful candidate will need to pass the following clearances: criminal record check, employment references and education verification.CLOSING DATE:July 2, 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/careersAt 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 #39;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.Powered by JazzHR