Administrative Assistant

PCPI – Progress Career Planning Institute; Toronto; On-site; CAD 28,000 - 40,000; Full time

Job summary

PCPI – Progress Career Planning Institute in Toronto (Scarborough site) seeks an Administrative Assistant to support the Integrated Employment Services (IES) program. The role is full-time, on-site, three-month contract, with hours 9:00 a.m. to 5:00 p.m.

Start date as soon as possible, closing date November 10, 2026. The successful candidate will provide administrative support, manage inquiries, coordinate follow-ups, assist with outreach and materials, and help document outcomes in our data

Qualifications

• University degree or college diploma in Business Administration with 2 years in a community services setting.
• Knowledge of community and government services.
• Strong organization and detail orientation.
• Excellent time management and ability to multitask.
• Proficiency with Microsoft Office and Teams.
• Familiarity with WCG portal is a plus.
• Interpersonal, cultural sensitivity, and political acuity with diverse stakeholders.
• Ability to maintain confidentiality and understanding of privacy laws.
• Confidentiality and teamwork experience.
• Fluent English; French is an asset.
• Analytical and creative problem-solving skills.
• Team experience and initiative.

Responsibilities

• Provide administrative and clerical support for the project.
• Answer inquiries by phone and in person; disseminate information.
• Manage confidential and time-sensitive materials; document outcomes in the data system.
• Conduct follow-up to verify client employment outcomes and statuses.
• Assist with scheduling with the Job Developer and employer verifications.
• Support outreach planning and delivery for community agencies.
• Assist in designing PowerPoint presentations and brochures.
• Address client issues through active listening and referrals.
• Participate in team meetings and assist with other duties.

Skills

Organization skills

Time management

Interpersonal skills

Cultural sensitivity

Analytical thinking

Creative problem-solving

Teamwork/initiative

English communication

French (asset)

Confidentiality

Privacy act knowledge

Education

Business Administration degree/college diploma

Tools

Microsoft Office

Teams

WCG portal

Job description

oProgram: Integrated Employment Services (IES)

oLocation: 1200 Markham Road, Scarborough

oEmployment Type: Full-Time Three-month contract

oHours of Work: 9:00 a.m. to 5:00 p.m.

oReporting Relationship: Reports to the IES Manager

oWork Arrangement: Fully On-Site

oPosting Closing Date: November 10, 2026

oStart Date: As Soon As Possible

PCPI is a not-for-profit organization that provides career development and employment related services to a diverse population to reach their full potential. The organization is also the proud creator and presenter of the IEP Conference, a unique forum for internationally educated professionals. Our organization’s success in delivering quality service is based on a business-like approach, supported by knowledgeable caring staff, user-friendly resources, and innovative programming.

PCPI is seeking an Administrative Assistant to support the IES programme. The ideal candidate demonstrates exceptional client service, clear verbal and written communication, strong organization and attention to detail, sound judgment and discretion, digital proficiency, and the cultural sensitivity and adaptability needed to work effectively with diverse clients, community partners, and team members.

GENERAL ACCOUNTABILITIES (SECTION 1)

The position is responsible for providing administrative and clerical assistance to ensure the effective and efficient operation of the project. The position will support clients and project staff through a variety of tasks, including responding to inquiries by phone and in person, disseminating information and resources, managing confidential and time-sensitive materials, and providing general information in a professional manner that consistently supports client service satisfaction. In alignment with the Integrated Employment Services (IES) model, the position will conduct structured follow-up with clients served in the previous fiscal year, confirm their current employment and service status, support the team in determining which clients should remain active and which should be exited, and accurately document outcomes in the required data management system. Follow-up activities will also identify and verify employment outcomes that may qualify as Job Starts for the project. In addition, the position will maintain timely records of project activities. The position will also assist with the design of PowerPoint presentations and brochures to support outreach.

SPECIFIC ACCOUNTABILITIES (Section 11)

• Maintaining customer service standards. The service standards are defined as a level of quality service that meets or exceeds the expectations of the client according to the stated accountabilities for answering all inquiries.
• Conduct timely and documented follow-up by telephone, email, or other approved methods with clients, in accordance with the IES service model, privacy requirements, and project milestones.
• Review each client’s current circumstances and service needs with the assigned team member, recommend whether the client should remain active or be exited, and record the decision, rationale, follow-up attempts, and required next steps in the data management system.
• Identify clients who have obtained employment, collect and verify the information and supporting documentation required by the project, promptly refer the outcome to the appropriate team member, and ensure eligible employment outcomes are accurately recorded and reported as Job Starts.
• Assist participants with scheduling appointments to meet with the Job Developer. Communicate with employers to obtain employment verification as needed.
• Assist with marketing and outreach planning and delivery to promote the IES project to community agencies, to boost client-intake and to increase awareness of the services and wrapround supports.
• Assist with developing Power Point presentations for group counselling and community outreach.
• Identify and address client issues through active listening and responding and directing to the appropriate person and/ or resources in a professional and timely manner.
• Identify client issues and concerns and collaborate with team members and management to ensure resolutions.
• Participate in team meetings as directed.
• Fulfilling other duties/tasks as assigned by management.

POSITION QUALIFICATION (SECTION 111)

• University degree and or Community College diploma in Business Administration and 2 years experience in a community services environment or a related field
• Possess knowledge of community and government services.
• Possess organization skill and attention to details.
• Possess time management skill and can multi-task to meet duty demands and tight deadlines.
• Experience with Microsoft Office and Teams environment use.
• Working knowledge of WCG portal is an added value.
• Possess Interpersonal skills, cultural sensitivity, and awareness as well as political acuity to interact with people from diverse background and other stakeholders.
• Can maintain confidentiality and is familiar with the privacy act.
• Working knowledge of conflict resolution and teamwork.
• Can communicate fluently in oral and written English language.
• Able to communicate in French, (written and oral) is an asset.
• Possess analytical, and creative problem-solving skills.
• Experience working within a team setting and can take initiative as needed is required.

WORKING CONDITIONS (SECTION V)

Digital work environment. This is a temporary contracted position for three months with the possibility of an extension. If this sounds like an opportunity for you to apply your education, skills, and experience to this position and to an organization that is progressive with growth opportunity, then we want to hear from you.

Why Join PCPI

You will be part of a mission-driven organization that creates meaningful changes in people’s lives through employment and career development. We offer a collaborative, supportive environment where your ideas are valued, your professional growth is encouraged, and your work has a direct impact on individuals building stability and independence through employment.

PCPI offers a competitive salary of $25 per hour for 35-hours work week.

Equity, Diversity, and Inclusion

PCPI is committed to fostering an inclusive, equitable, and diverse workplace. We encourage applications from candidates of all backgrounds, and identities. If you are passionate about empowering job seekers, building community connections, and creating pathways to meaningful employment, we encourage you to apply and join our dedicated team.

No telephone enquiries please.

Selection Process:

PCPI thank all applicants for their interest in the position. PCPI will only contact candidates whose qualifications most closely correspond with the required competencies.

Please note: PCPI requiresa successful candidate to providea police reference check clearance upon request.