Engineering Administrative Secretary
Toronto Transit Commission (TTC) | Toronto, ON
Contract Position | Initial 1-Year Term with Extension Options
About the Opportunity
Olade Consulting is supporting the Toronto Transit Commission (TTC) in sourcing an experienced and highly organized Engineering Administrative Secretary to provide administrative and operational support to TTC's Engineering Design Division.
This role is ideal for an administrative professional who thrives in a fast-paced engineering environment and enjoys coordinating multiple priorities, managing documentation, supporting leadership teams, and ensuring operational efficiency across complex projects and stakeholder groups.
The successful candidate will play a key role in supporting engineering operations, maintaining critical records, coordinating reporting activities, managing documentation workflows, and serving as a central point of administrative coordination within the division.
Position Overview
Reporting to the Engineering leadership team, the Engineering Administrative Secretary will provide comprehensive administrative support to the Engineering Design and Systems Integration Divisions.
The role requires exceptional organizational skills, attention to detail, strong communication abilities, and the ability to manage confidential information while supporting multiple stakeholders in a highly structured and deadline-driven environment.
Key Responsibilities
Administrative Support
- Provide day-to-day administrative support to the Engineering Design Division.
- Support departmental operations and ensure smooth coordination of administrative activities.
- Assist with the preparation, formatting, review, and distribution of reports, presentations, meeting materials, and departmental documentation.
- Draft, edit, and distribute correspondence and communication materials on behalf of the division.
- Maintain both general and confidential records, files, and documentation.
Documentation & Records Management
- Monitor, track, and maintain documentation through multiple review and approval stages.
- Ensure records are accurate, organized, and maintained in accordance with established procedures.
- Maintain historical documentation and records management systems.
- Upload, organize, and maintain files within SharePoint and other electronic repositories.
- Support the management of confidential employee records, including performance appraisal documentation.
Engineering Coordination Support
- Administer submittal review processes for the Systems Integration Division.
- Maintain tracking tools and review logs, including Excel trackers and document review workflows.
- Coordinate daily review meetings and distribute invitations.
- Track review status, delegation assignments, and closure activities.
- Assist in the preparation and compilation of Engineering Progress Reports.
Scheduling & Meeting Coordination
- Coordinate and schedule meetings, workshops, and team events.
- Manage calendars and scheduling activities through Outlook.
- Book conference rooms and meeting spaces.
- Track attendance and support workforce scheduling activities.
- Coordinate divisional training activities and staff onboarding support.
Executive & Leadership Support
- Maintain the Director's digital dashboard and supporting documentation.
- Review incoming correspondence and identify matters requiring leadership attention.
- Provide administrative support for leadership communications and reporting requirements.
- Assist in preparing executive-level presentations and briefing materials.
Safety Documentation Support
- Assist with the distribution, acknowledgment tracking, filing, and SharePoint management of:
- Job Safety Analyses (JSA)
- Task Hazard Reviews
- Safety Talks
- Safety Advisories
- Safe Work Notices
- Support documentation compliance and record retention requirements.
Stakeholder Coordination
- Liaise with internal teams, engineering staff, project stakeholders, and leadership regarding administrative matters.
- Respond to routine inquiries and coordinate information flow across departments.
- Support collaborative initiatives and divisional communications.
Required Qualifications
Education
- Post-secondary diploma or university degree in:
- Office Administration
- Business Administration
- Administrative Studies
- Or a related field
Equivalent combinations of education, training, and relevant experience will also be considered.
Required Experience
- Minimum 3–5 years of office administration experience.
- Experience supporting managers, directors, or technical teams.
- Experience managing documentation, records, and reporting processes.
- Familiarity with engineering terminology and engineering-related environments.
Preferred Experience
- Experience working within:
- Engineering organizations
- Infrastructure environments
- Construction projects
- Transit agencies
- Technical or project-based teams
- Previous experience providing administrative support within an engineering environment is highly desirable.
Technical Skills
Candidates should demonstrate proficiency in:
Microsoft Office Suite
- Microsoft Excel
- Microsoft Word
- Microsoft PowerPoint
- Microsoft Outlook
Collaboration & Document Management Tools
- SharePoint
- Adobe Acrobat
- Microsoft Visio
Administrative Systems
- Document control systems
- Electronic filing systems
- Calendar management tools
- Reporting and tracking systems
Core Competencies
The successful candidate will demonstrate:
- Exceptional organizational skills
- Strong time management abilities
- Excellent written and verbal communication skills
- High attention to detail and accuracy
- Strong interpersonal and stakeholder management skills
- Ability to manage confidential information
- Problem-solving and analytical thinking
- Ability to manage competing priorities and deadlines
- Strong documentation and records management skills
- Ability to work independently and collaboratively within team environments
Professional Certifications (Asset)
The following certification would be considered an asset:
- Canadian Certified Administrative Professional (CCAP) issued by the Association of Administrative Professionals (AAP).
Contract Details
- Client: Toronto Transit Commission (TTC)
- Position: Engineering Administrative Secretary
- Department: Engineering Design Division
- Contract Term: Initial 1-year contract
- Extension: Potential extensions up to an additional 2 years in six-month increments at TTC's discretion.
Ideal Candidate Profile
We are seeking a proactive administrative professional who combines strong organizational capabilities with experience supporting engineering or technical teams. The ideal candidate will be comfortable managing complex documentation, coordinating multiple stakeholders, supporting leadership teams, and ensuring that critical operational and administrative activities are completed accurately and efficiently.
Experience working in engineering, infrastructure, transit, construction, or project-driven environments will be highly valued
Pay: $30.00-$35.00 per hour
Work Location: In person
