Job Summary
The incumbent is responsible for providing administrative support to their assigned group. The role coordinates travel arrangements, meetings, events, inbound and outbound deliveries, as well as mail. Moreover, the incumbent maintains various inventories and handles all payable accounts.

Main Responsibilities
Accounts Payable

Review and reconciliate all invoices for the group

Handle all payables including crew accommodation and transportation, heritage waste, pest control, cable, internet, courier, potable water, derailment security, and Hallcon taxi

Review and reconciliate PCard and Corporate Travel Account (CTA) transactions

Review and approve crew expenses

Administrative Support

Provide administrative support to the group (e.g., travel, expenses, Service Manager questions, policy adherence, report preparation)

Organize meetings and group events

Handle file uploads to E-records

Office Duties

Handle inventory management including tablets, radios, office supplies, Personal Protective Equipment (PPE) and vehicle

Act as the vendor contact for supplies, including Acklands vending machine

Arrange crew transportation and accommodations for shortages, relocations, and new hire employees

Coordinate all inbound and outbound deliveries via Courier

Coordinate all inbound and outbound Mail items via FedEx

Safety

Participate in regional safety initiatives including DEKRA by aiding the group

Prepare reports for the General Manager (GM)





Coordinate safety meetings or events

Working Conditions
The role has standard working conditions in an office setting with a regular workweek from Monday to Friday and is eligible to participate in CN's hybrid work model. The role involves managing priorities and delivering work within established timelines, with support from the team to ensure sustainable and effective workload management. The role requires minimal travel (10%) across the assigned group.

Experience
Administration

Between 2 to 3 years of experience working in a fast-paced autonomous environment

Candidates with an equivalent combination of education, training, and experience will be considered

Education/Certification/Designation

Secondary School Diploma or General Education Diploma (GED)

College or Business Diploma*

Candidates with equivalent practical experience, education, or training will be considered

Any requirement marked with (*) will be considered an asset (not mandatory).

Competencies

We Care About Each Other

We Strive for Excellence

We Succeed Together

We Lead Responsibly

Coordination

Support

Influence

Build trust

Listening

Technical Skills/Knowledge

Knowledge of administrative techniques

Proficiency in Microsoft Office (Word, Excel, Lotus Notes, PowerPoint) and Systems, Applications and Products (SAP)*

Any requirement marked with (*) will be considered an asset (not mandatory).

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📌 Executive Assistant (Ontario)
🏢 CN
📍 Ontario