Administrative Assistant

Skilled Trades Ontario / Métiers spécialisés Ontario; Mississauga; On-site; CAD 36,000 - 44,000; Full time

Benefits offered by this job

Work-life balance

Health and dental benefits

RRSP matching

EAP through TELUS Health

Job summary

Skilled Trades Ontario (STO) is seeking an Administrative Assistant to provide onsite reception and comprehensive administrative support in Mississauga, ON. The role emphasizes calendar management, records maintenance, and communications with staff, partners, and stakeholders.

Ideal candidates have 2–5 years’ experience as an administrative assistant or receptionist, with strong organizational and Microsoft 365 proficiency.

Qualifications

• Post-secondary education is preferred.
• Demonstrated 2-5 years’ experience as a receptionist or administrative assistant.

Responsibilities

• Administrative Support: Perform financial and non-financial data entry and maintain accurate records.
• Reception: Receives and directs incoming visitors, including couriers, deliveries, contractors, and clients to the appropriate staff member or office area.
• Administrative tasks: Schedule meetings, manage calendars, organize, file, and retrieve documents, scan/archive and track office expenses.
• Maintain discretion with sensitive information and ensure privacy compliance.

Skills

Interpersonal skills

Communication skills

Independent worker

Team collaboration

Education

Post-secondary education

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Teams

Adobe Acrobat Pro

Job description

Position Title: Administrative Assistant

Position Type: Regular/Full-Time – *OPSEU represented

Location: Mississauga, ON

Job Band: Three (3)

Salary Range: $25.83 to $31.79/hour

Hours of work: 36.25 hours/week

Reporting to: Manager, Apprenticeship Training Delivery and Partnerships

This posting is applicable to: Internal/External Applicants

Skilled Trades Ontario (STO) is a Crown agency responsible for skilled trades certification in Ontario, which includes:

• Establishing apprenticeship programs, including training standards, curriculum standards and certification exams.
• Administering apprenticeship programs, including approving apprentices and sponsors, registering training agreements and assessing applications for apprenticeship program completion.
• Issuing certificates of apprenticeship to completed Ontario apprentices.
• Assessing experience and qualifications of individuals who have not completed an apprenticeship program in Ontario.
• Administering exams, including certifying exams, in all trades subject to certifying exams.
• Issuing Certificates of Qualification in all trades with certifying exams.
• Renewing Certificates of Qualification in compulsory trades.
• Maintaining a Public Register of people authorized to work in compulsory trades.
• Researching apprenticeships and the trades.

To provide onsite administration and reception services for Skilled Trades Ontario (STO). The Administrative Assistant provides comprehensive administrative support to the Manager, Apprenticeship Training Delivery & Partnerships, and departmental staff. The position plays a key role in supporting the day-to-day operations of the department through the coordination of schedules, meetings, records, correspondence, documentation, and administrative processes.

Working in a dynamic, service-focused environment, the Administrative Assistant supports information management, document preparation, reporting activities, agreements, invoices, and departmental records administration. The position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities while maintaining accuracy and confidentiality.

The successful candidate will work closely with internal staff, Training Delivery Agents, external partners, and stakeholders to support effective communication, timely information sharing, and the efficient delivery of departmental programs and services. The role requires a high degree of professionalism, customer service, and administrative expertise in supporting operational activities and maintaining accurate records and documentation.

This role is ideally suited to a proactive administrative professional who is comfortable working with Microsoft 365 applications and digital business systems, coordinating multiple priorities, supporting departmental processes and documentation, and contributing to continuous improvement initiatives that enhance operational effectiveness.

Responsibilities

Administrative Support:

• Perform financial and non-financial data entry and maintain accurate records
• Perform research on assigned topics and prepare research findings.
• Maintain building access card listing, facilitate the ordering, programming, and assignment of employee and guest access cards.
• Liaison with staff, vendors and contractors to facilitate office repairs and maintenance
• Maintaining office furniture and equipment, calling for repairs and service, updating postage meter rates, and maintaining the printer/copier (calling for service, toner, paper, etc.)
• Schedule meetings, manage calendars, and assist with booking meeting rooms or virtual conferencing tools.
• Organize, file, and retrieve documents (physical and digital), including scanning and archiving.
• Assist with tracking and reconciling office expenses or petty cash.
• Handle sensitive information with discretion and ensure compliance with privacy policies.

Reception

• Receives and directs incoming visitors, including couriers, deliveries, contractors, and clients to the appropriate staff member or office area.
• Maintains visitor logbook and issues visitor passes.
• Help maintain a clean and organized reception, common and kitchen areas of the office.
• General office administration support, including receiving and preparing mailings, couriers, and ordering office supplies/refreshments.
• Answer and direct incoming calls and emails professionally; take messages or respond as appropriate.
• Assist in implementing visitor safety protocols and emergency evacuation procedures.
• Provide courteous and professional service to all visitors and callers, resolving minor inquiries or complaints when possible.
• Other duties as assigned by the manager.

Qualifications

• Post-secondary education is preferred.
• Demonstrated 2-5 years’ experience as a receptionist or administrative assistant.

Knowledge Of

• Reception best practices, procedures and STO standards to provide front line reception services for STO.
• STO organizational structure and services to route calls to the appropriate department/unit or staff member.
• Secretarial and administrative practices to provide administrative services to an assigned manager/supervisor and team.

Skills

• Strong interpersonal skills with the ability to work courteously and cooperatively with management, clients and other stakeholders.
• Ability to communicate effectively, both orally and in writing, including the ability to relay information in a clear/concise manner.
• Ability to work independently, taking initiative as required and as part of a team.
• Experience with computer systems, including Microsoft Word, Excel, PowerPoint, Outlook, Teams, Adobe Acrobat Pro.

What STO Offers

• Work-life balance
• Comprehensive health and dental benefits
• RRSP matching (up to 6%)
• Employee Assistance Program (EAP) through TELUS Health with employee perks

Our Recruitment Process Includes

• Step 1: Resume Screening
• Step 2: Phone Screening
• Step 3: Panel Interview(s)/Assignment
• Step 4: Selection
• Step 5: Offer of Employment

Skilled Trades Ontario embraces diversity and is committed to creating an inclusive workplace. Our goal is to attract, develop and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Skilled Trades Ontario’s Accommodation Policy, accommodation will be provided at any point throughout the hiring process, provided the candidate makes their accommodation needs known to Skilled Trades Ontario. We welcome applications from all qualified persons.

Skilled Trades Ontario is an equal opportunity employer.