Administrative Assistant

Marberg Staffing; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading community services agency is seeking an Administrative Assistant for their downtown Toronto office from July 14, 2025, to September 26, 2025. The role involves a variety of administrative tasks, requiring strong MSOffice skills, attention to detail, and at least 2 years of relevant experience. This full-time, onsite position pays $32.43 per hour and supports the Branch operations effectively.

Qualifications

• At least 2+ years of recent administrative experience.
• Community services or healthcare administration is an asset.
• Fluency in a second language preferred.

Responsibilities

• Provide diverse range of administrative, customer service and clerical support.
• Maintain hardcopy and electronic records management.
• Compose, format, proofread, and distribute documentation.

Skills

MSOffice proficiency

Typing skills

English communication skills

Attention to detail

Organizational skills

Education

Secondary School Diploma

Job description

Administrative Assistant for community services agency client, downtown Toronto office.

Marberg Job Number: 2621.

Job Type: Temporary.

Initial Term: From July 14 2025 to September 26 2025, with possible extension according to client requirements.

Compensation: $32.43 per hour.

Regular Work Hours: For July and August, summer hours will be 8:30 am to 4:30 pm not including 1 hour unpaid lunch break, Monday to Friday. Will revert to regular business hours 9 am to 5 pm not including 1 hour unpaid lunch break, Monday to Friday, as of September (always 35 work hours per week).

Work Location: 100% onsite at client's downtown Toronto office.

Responsibilities Summary:

Administrative Assistant to provide diverse range of administrative, customer service and clerical support services to support Branch operations.

• Receive and screen telephone inquiries from the general public, staff, service suppliers and other internal and external stakeholders. Occasionally support upset or demanding clients. Respond directly to the request, relay messages or escalate the call accordingly. Access organization's legal resources for any queries on legal documents and procedures.
• Update and maintain hardcopy and electronic records management system, retrieving and re-filing documents as requested and performing archiving functions according to provided records management policies and protocols, and in compliance with privacy legislation. Upload scanned documents. Forward documents to Records Department as directed.
• Compose, format, proofread and distribute correspondence, forms, lists, schedules and other documentation from written or verbally dictated information, using various templates.
• Prepare and update reports and statistical records, using database or spreadsheet applications.
• Administer payments programs, including opening new files, setting up payment schedules, and preparing cheque requisitions. Liaise with other departments to ensure payment approvals, respond to client and service provider inquiries, and prepare payment reports.
• Participate in staff meetings and take minutes as required; follow up on action items.
• Provide ad hoc first level technical support to Branch staff as needed.
• Provide various clerical services as required, including receiving, logging and processing incoming mail and faxes, photocopying, scanning and faxing documents; maintaining office supplies; booking meeting rooms and maintaining meeting and case assignment schedules; and completing and processing various tracking forms.
• Act as back-up to other administrative, clerical or reception positions, ensuring adequate coverage.
• Additional Branch and program administration responsibilities as required.

Qualifications:

Education: Secondary School Diploma.

Preferred Work Experience: At least 2+ years of recent Administrative experience at a comparable level of responsibility, and in a client-facing capacity.

Preferred Sector Experience: Community services sector or health care sector administration experience is an asset.

Technical and Language Skills Requirements:

• Strong MSOffice proficiency including Word, Excel and Outlook (will be tested).
• Strong typing and data entry skills and attention to detail (will be tested).
• Strong English communication skills, both written and verbal, including satisfactory level business writing skills, excellent spelling, grammar, proofreading and syntax (may be tested), and professional telephone manners.
• Fluency in a second language preferred (may be tested).

Task -Based Qualifications and Additional Attributes:

• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Pleasant and courteous. Demonstrated ability to work patiently with all stakeholders.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Additional Requirements:

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work 100% onsite, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

Application Notes:

Recommended Application Date: We kindly request that you submit your resume as soon as possible, as our client will not accept applications after July 4 2025. Qualified applications may be contacted same day as date of application.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.