Administrative Assistant Onsite - Toronto

Toronto (ON) On-site Only
Opportunity Number: 2073428
Provincial GovernmentAdministration & Clerical
LanguageSecurity Clearance
English verbal and writtenCriminal Check at time of placement
Start PeriodDate Posted
One to two weeksFriday, September 23, 2022
Job Description

Our client in the Downtown Toronto area is currently looking for an Administrative Assistant to join their team ASAP! This position is a 4 month contract position.

Roles and Responsibilities

  • Organize and maintain Head's appointment calendar; coordinates meetings and rearranges schedules; makes travel and accommodation arrangements; organizes meetings and teleconferences, researching and compiling information, contacting participants, preparing and distributing agendas and taking and finalizing minutes.
  • Monitors Head's e-mails on a daily basis, responding to general inquiries on behalf of the Head (eg Calendar availability); Re-directs emails to appropriate Branch staff using knowledge of Branch activities/staff responsibilities; notifies Head of routine/non-routine/urgent email and follows up with appropriate staff as required.
  • Uses a bring forward system to brief the Head on changes, issues and events.
  • Provides a full range of word processing services by producing correspondences, reports, spreadsheets, graphics, and presentations, using relevant computer software (eg. Word, PowerPoint, Excel, Project etc) ensure accuracy of grammar, spelling, syntax and formats;
  • •Updates Branch information and mailing lists such as new staff changes in location or phone numbers /e-mail addresses on corporate database. Manages P-Cards, Travel cards, shared drive access, etc for staff.
  • Provides excellent customer service assistance between the Branch Head`s office and the CIO`s Office and our Cluster primary contacts including ministries, stakeholder and customers. Provides responses to inquiries related to division, programs and services of the Branch.
  • Follows up to ensure responses/information is received within established deadlines and informs Head of problems/delays
  • Provides administrative support in the area of records management by managing manual filing systems for Branch activities/services; files and retains information and confidential documents in accordance with categories and security requirements; maintains a bring-forward system for Head as reminders of commitments to program activities and deadlines;
  • Manages branch supplies within Branch budget and Ministry guidelines; manages office equipment such as photocopiers, fax machines, printers, laptops, and projectors for branch;
  • Provides back-up support to the receptionist in the Cluster and ADM (client office) during absences and/or peak workload period.
  • Manages submission of HR forms for any human resources related activities.
  • Prepares monthly/annual vacation and training schedules for the Branch staff for Managers and Heads review and approval;
  • Coordinates staff annual performance contracts and learning plans for Managers and Heads

Qualifications and Experience

We’re an equal opportunities employer committed to increasing diversity and inclusion in today’s workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Minorities, women, LGBTQ candidates, and individuals with disabilities are encouraged to apply. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.
Merci de l’intérêt que vous manifestez pour ce poste. La description du poste nous a été fournie en anglais par notre client. Si vous souhaitez passer l’entrevue avec nous en français ou fournir votre CV en français, nous vous confierons à une personne de notre équipe qui parle français.

Opportunity Number: 2073428

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