Administrative Assistant

Colonial Group; Mississauga; On-site; CAD 26,000 - 32,000; Full time

Job summary

Colonial Group is seeking an Administrative Assistant to support the ES4Y youth program, handling scheduling, correspondence, meetings, reports and data entry for the project team.

You will manage confidential information, coordinate activities, and assist with budgeting and communications. A high school diploma is required with 3–5 years in admin roles, ideally in non-profit settings, and proficiency in MS Office, Zoom and Teams. Weekend/evening hours may be needed.

Qualifications

• High school diploma or equivalent required; post-secondary education in administration, business, or related field is asset.
• 3-5 years of administrative support experience, preferably in a non-profit.
• Ability to handle confidential information with discretion and deliver empathetic, high-quality client service.
• Advanced proficiency in MS Office (Word, Excel, PowerPoint), Outlook, Adobe Acrobat, SharePoint; experienced with Zoom, Microsoft Teams, and basic event coordination.
• Strong organizational skills with the ability to prioritize multiple tasks and maintain attention to detail.
• Excellent interpersonal skills and ability to build positive relationships.
• Highly resourceful team player with the ability to work independently when required.
• Demonstrated ability to meet deadlines and achieve goals in a fast-paced environment.
• Strong written and verbal English language skills; additional languages are an asset.
• Flexibility to work additional hours including evenings and weekends as needed.

Responsibilities

• Provide general administrative support to the project team, including participant intake and screening and recruitment for the program.
• Coordinate meetings, manage calendars, prepare agendas, and record meeting minutes.
• Provide front-line assistance as a point of contact for program inquiries via calls and emails.
• Maintain confidential participant records and databases, organize project files, assist data entry, track attendance, and compile statistics.
• Assist with monthly, quarterly and annual reports for internal and external stakeholders.
• Prepare and edit project documents and presentations, visualize program outcomes.
• Support planning and organization of workshops and training sessions.
• Monitor project expenses and assist with budget tracking and cash flows.
• Coordinate logistics for in-person meetings (travel, materials, refreshments).
• Set up virtual meetings, create polls, conduct online surveys, and provide tech support.
• Communicate and coordinate with team, funder, stakeholders, participants and employers.
• Disseminate project information through newsletters and emails.
• Assist with additional administrative tasks and support a positive team environment.

Skills

Organizational skills

Interpersonal skills

Discretion with confidential info

Independent work

Deadline-driven

English language

Education

High school diploma or equivalent

Post-secondary in administration asset

Tools

MS Office

Outlook

Adobe Acrobat

SharePoint

Zoom

Microsoft Teams

Job description

Summary:

Funded by Employment and Social Development Canada (ESDC) through the Youth Employment and Skills Strategy (YESS), a Government of Canada initiative, the Employability Skills for Youth (ES4Y) assists youth facing barriers to employment to develop the skills and gain the experiences they need to find and keep quality jobs. The objectives of the ES4Y program are to help all youth develop the skills and gain the experience they need to successfully transition into the labour market. These objectives are attained by supporting the needs of all youth, especially youth facing barriers, to develop skills, knowledge and networks through education, skills development, and meaningful work experiences.

The Administrative Assistant will perform administrative duties including; scheduling, writing correspondence, addressing phone or email requests, creating reports and presentations, completing spreadsheets, tracking report submissions, maintaining filing, organizing and hosting meetings, etc. This role supports Programs and Services with a focus on Youth Services.

Description:

• Provide general administrative support to the project team, including supporting with participant intake and screening and recruitment for program.
• including coordinating meetings, managing calendars, preparing agendas, and record meeting minutes.
• Provide front line assistant as a point of contact for program such as handling calls, e-mails and general inquiry related to the program.
• Maintain confidential and sensitive participant records and databases accurately, organize project files and records, assist with data entry, track attendance, and compile program statistics ensuring data is up-to-date and easily accessible.
• Assist and gather inputs for the monthly, quarterly and annual reports for internal and external stakeholders
• Prepare and edit project documents and presentations and produce visual illustration of the program outcomes
• Support the planning and assist in organizing workshops, coordinate project-related events and training sessions.
• Maintain accurate records of project expenses and assist with budget tracking, monitoring and project cashflows.
• Coordinate logistics such as participants travel, materials preparation and refreshments for in-person meetings.
• Set up virtual meetings, create polls, conduct online surveys and provide technical support as required.
• Communicate and coordinate between project team members, funder, stakeholders, participants and employers.
• Assist in the dissemination of project information through newsletters, emails, and other communication channels.
• Support the project team with any additional administrative tasks as required.
• Contribute to a positive and collaborative team environment.

Job Qualifications:

1. High school diploma or equivalent required; post-secondary education in administration, business, or a related field is considered an asset.
2. 3-5 years of relevant experience in an administrative support role, preferably within a non-profit organization.
3. Ability to manage confidential information with discretion and deliver empathetic, high-quality client service.
4. Advanced proficiency in MS Office (Word, Excel, PowerPoint), Outlook, Adobe Acrobat, SharePoint; experienced with Zoom, Microsoft Teams, and basic event coordination.
5. Strong organizational skills with the ability to prioritize multiple tasks and maintain exceptional attention to detail.
6. Excellent interpersonal skills and ability to build and maintain positive relationships.
7. Highly resourceful team player with the ability to work independently when required.
8. Demonstrated ability to meet deadlines and achieve goals in a fast-paced environment.
9. Strong written and verbal English language skills; additional languages are an asset.
10. Flexibility to work additional hours including evenings and weekends as needed.

Salary rate: $29,019.00

This is a current vacancy.

Please note that we use AI tools in our application screening process. All hiring decisions involve human review.