Administrative Assistant

Randstad Canada; Northwestern Ontario; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading staffing agency in Ontario is seeking an Administrative Assistant III to support day-to-day operations. The role involves managing schedules, coordinating meetings, and maintaining internal communication. Candidates should have at least 3 years of experience and strong organizational skills. This position offers a competitive pay rate of $25 per hour and the opportunity for professional growth within the energy sector.

Benefits

Long term contract

Possibility of extension

Valuable experience in the energy sector

Qualifications

• Minimum 3 years of experience in an administrative, executive assistant, or similar role.
• Proven ability to learn and navigate multiple internal systems quickly.
• Comfortable working onsite and supporting a regional team virtually.

Responsibilities

• Manage calendar, travel, and correspondence for the Operations Manager.
• Coordinate internal and external meetings with invites and logistics.
• Ensure smooth day-to-day functionality of the office.

Skills

Organizational skills

Communication skills

Time management

Attention to detail

Critical thinking

Education

Post-secondary education in Business Administration

Tools

SAP

Workday

Power BI

MS Office Suite

SailPoint

SharePoint

Job description

As an Administrative Assistant III, you’ll play a pivotal role in supporting the smooth day-to-day operations of the region through proactive administration, communication, and coordination. This position requires a highly organized, tech-savvy professional who thrives in a fast-paced environment and is comfortable navigating multiple internal systems.

Location

Onsite – Thunder Bay, Ontario

Duration

12 months (Possibility of Extension)

Global opportunities for professional growth and development

Advantages

Long term contract

Possibility of Extension

Opportunity to gain valuable experience in the energy sector

Payrate

$25 / h

Responsibilities

Key Responsibilities

• Manage calendar, travel, correspondence, expense reports, vacation schedules, and safety training tracking for the Operations Manager and Leadership Team.
• Coordinate internal and external meetings, including invites, agendas, presentations, minutes, logistics, and follow-ups (e.g., Operational Reviews, Town Halls, Leadership Meetings).
• Maintain internal communication channels and act as liaison with key external contacts.

Office & Facilities Management

• Manage telephone reception for both internal and external regional office needs
• Serve as the primary contact for office operations including mail, service contractors, office supply orders, and building maintenance.
• Ensure smooth day-to-day functionality of the office and act as liaison with REWS and building services for repairs and service tickets.

Regional Team Coordination

• Maintain and update distribution lists, phone directories, and SharePoint / Team sites.
• Coordinate meeting logistics: invites, agendas, presentations, minutes, room setup, AV support, and meals / refreshments.
• Create and manage Duty Manager and Supervisor rotations.
• Consolidate and distribute materials, reminders and updates (e.g., SAP requirements).

Budget & Expense Administration

• Assist with SAP entries, centralized SRO tracking, and expense submissions for supervisory staff.
• Manage specific invoice processing.

Technical & Systems Support

• Process SailPoint and system access requests.
• Provide Power BI reporting as needed.
• Provide support for server issues and office equipment troubleshooting.
• Handle service request orders and general clerical support.

Learning & Onboarding

• Act as Workday Learning Administrator: edit offerings, pull reports, update ILT completions.
• Support onboarding processes and administrative learning functions.

Community Investment & Stakeholder Engagement

• Provide quarterly spend updates and updates for regional leadership meetings
• Coordinate Project Zero and Project Assist submissions and media announcements.
• Support municipal advisors regarding community investment
• Support internal and external stakeholders with event coordination.

Additional Duties

• Participate in internal committees, projects, and initiatives as required.
• Perform other administrative tasks as assigned.

Qualifications

Minimum Qualifications

• Minimum 3 years of experience in an administrative, executive assistant, or similar role.
• Post-secondary education in Business Administration or a related field.
• Proven ability to learn and navigate multiple internal systems quickly (e.g., SAP, Workday, SailPoint, SharePoint, Power BI, MS Office Suite, etc.).
• Strong organizational and time management skills with the ability to work and prioritize tasks independently.
• Excellent communication and interpersonal skills along with the ability to work collaboratively with cross-functional teams.
• High attention to detail and accuracy in documentation and reporting.
• Comfortable working onsite and supporting a regional team virtually across multiple locations.
• Critical thinker with effective decision-making skills.
• Discretion and professionalism when handling sensitive information.
• Ability to travel approximately once per month throughout Northern Ontario (North Bay, Thunder Bay, Sudbury etc.).

Summary

If this role sounds like a good fit for you, please APPLY ONLINE at www.randstad.ca

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary / gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [e-mail] to ensure their ability to fully participate in the interview process.