Administrative Assistant, Pass Permit Office (2 positions) (11 months term)

The Greater Toronto Airports Authority (GTAA) is a unique and dynamic place to work. Approximately 1,400 GTAA employees work non-stop with our partners and agencies to deliver a safe and welcoming airport experience at Canada’s leading global hub airport, Toronto Pearson. The impacts of the pandemic have been significant to our industry, yet we remain Pearson Strong and are realizing the opportunity to accelerate our Healthy Airport commitment. Join us on our accelerated journey in creating the airport of the future in a smart, healthy and profitable way.

Reporting to the Manager, Pass Permit and Security Regulatory Compliance this position is responsible for providing administrative support to the Manager, Pass Permit including but not limited to: preparation of correspondence/reports, records management; supporting external and internal stakeholder management; reviewing and providing Pass Control clearance & application forms; and responding to safety & security queries/complaints.

• Provide administrative support for office supply inventory, preparation of correspondence/reports, scheduling and coordinating meetings, tracking of staff training, responding to safety & security queries/complaints, development and refinement of specialized forms and maintaining pass office library.
• Provide daily, weekly, monthly and quarterly analytics from various pass office data collection tools including but not limited to RAPS, C-cure, RAIC, Transport Canada, Qmatic and Virtual Queueing. Development of quality assurance reports and presentations.
• Forecasting demand for required services and resources.
• Provide support with external stakeholder management. Establishing and maintaining accounts, inventory management, audits, operating requirements, signing authorities, validating access levels, maintenance of vehicle markers
• Ensures internal compliance with GTAA Corporate Administrative policies regarding record management and retention
• Provides specialized administrative support function, provide and explain Pass Control clearance & application forms, issuance of pass office staff parking permits

• Fully vaccinated against COVID-19 with all required doses of a vaccine approved by Health Canada. The GTAA will provide reasonable accommodation to individuals who cannot be vaccinated due to disability or any other ground protected by the Canadian Human Rights Act.
• An accomplished customer service representative/administrative assistant with over 5 years of experience in customer service and office operations,
• Must have Secondary School diploma and or 5+ years of combined relevant work experience
• Minimum 3 years of experience in an Administrative/Financial support and customer service position, preferably in an operational type environment,
• Excellent oral and written communication skills.
• Highly proficient with MS Office Suite (Word, Excel, Access, PowerPoint) and Kronos and/or Timekeeping system experience
• Experience in basic principles of analytics, statistics and running reports/forecasting
• Must be able to obtain and retain Transportation Security Clearance at the designated level for the position

• Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, teamwork, initiative/self-management and accountability, and flexibility/adaptability
• Knowledge of basic analysis tools and statistics
• Strong analytical skills
• Strong understanding how to use Microsoft office products
• Advanced user of excel
• Ability to effectively work independently and in teams
• Strong quantitative skills, attention to detail, a high aptitude for problem solving
• Demonstrated ability to work independently in managing priorities and meeting deadlines.
• Ability to multi-task and be well organized

What’s in it for you!

We offer our GTAA members amazing benefits, including retirement planning, group health benefits, employee assistance programs (EAP), paid leave, education and training, as well as recognition and rewards programs.

The GTAA is committed to Employment Equity and maintaining a diverse workforce. We ensure that our recruitment practices are supportive of this commitment.