Program Assistant - Jobs in North Bay, Ontario

Job Description

POSITION: Program Assistant REPORTS TO: Chief Administrative OfficerDEPARTMENT: Corporate Services LOCATION: North BayREFERENCE: 800-179-25SALARY: $73,112 - $86,008WHO 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/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