Administrative Assistant, IT Department

Natural Factors; Mississauga; On-site; CAD 59,000 - 78,000; Full time

Job summary

A leading company in the wine industry is seeking a detail-oriented IT Administrative Assistant to support its IT department. The role involves managing administrative tasks, coordinating meetings, assisting with IT projects, and maintaining vendor relations. Ideal candidates will have strong organizational and communication skills, and a background in IT or business administration. Competitive salary and benefits are offered, along with opportunities for growth and development.

Benefits

Competitive salary and bonus

Benefits and Pension Plan

Product Allowances

Tuition reimbursement

Training & Development Programs

Qualifications

• 1-3 years of experience in an administrative or assistant role.
• Experience supporting senior executives or leadership teams is a plus.

Responsibilities

• Provide administrative support to IT leadership, managing calendars and scheduling meetings.
• Assist with IT project coordination and documentation.
• Support budget tracking and procurement processes.

Skills

Organizational Skills

Communication Skills

Project Management Skills

Time Management Skills

Education

Associate’s degree in Information Technology

Business Administration

Tools

Microsoft Office Suite

IT Project Management Tools

Ticketing Systems

Job description

Job Description

At Arterra Wines Canada, we love inspiring the big and small moments that happen when our products are shared and enjoyed. For us it’s not just about what’s in and on the bottle, it’s what happens in people’s lives when we’re a part of them that keeps us thirsting for more and not resting on our laurels as Canada’s largest and most enjoyed wine company. We put the consumer at the center of everything we do and we’re looking for people who do the same.

Job Overview

We are looking for a detail-oriented and proactive IT Administrative Assistant to provide essential administrative support to the Vice President of IT and the Chief Information Officer (CIO). The ideal candidate will be responsible for managing day-to-day department administrative tasks, assisting with IT-related documentation, general financials, ITGC evidence collection, small project management, coordinating meetings, and supporting the smooth operation of the IT department. This position requires excellent organizational skills, project management skills and the ability to multitask, and strong communication skills.

Key Responsibilities

• Administrative Support:
• Provide administrative support to the VP of IT and CIO, Director of It Operations and the Director of PMO, including managing calendars, scheduling meetings, and handling correspondence.
• Prepare, proofread, and format reports, presentations, and internal documentation.
• Coordinate travel arrangements, meeting logistics, and ensure smooth communication within the IT leadership team.
• Meeting Coordination and Documentation:
• Organize and schedule IT-related meetings, ensuring all materials, agendas, and action items are prepared in advance.
• Take meeting minutes and track action items, ensuring follow-ups are completed as needed.
• Maintain and organize departmental files, ensuring that documents and records are up-to-date and easily accessible.
• IT Project Support:
• Assist with the coordination of IT projects by tracking deadlines, deliverables, and ensuring project documentation is organized.
• Communicate with internal teams and vendors to ensure timely completion of IT-related tasks and projects.
• Support the preparation of project documentation, including timelines, status reports, and presentations.
• Vendor and Procurement Assistance:
• Assist with procurement processes, including obtaining quotes, processing purchase orders, and tracking the delivery of IT equipment and software.
• Maintain vendor contact information and assist in managing vendor relationships.
• Track and monitor IT inventory, ensuring all equipment and software licenses are properly recorded and managed.
• Internal Communication:
• Act as a liaison between the IT leadership team and other departments, ensuring smooth communication and collaboration.
• Assist in preparing IT-related communications and updates for internal stakeholders.
• Budget and Expense Tracking:
• Support the tracking of IT department expenses, including maintaining records of purchases, invoices, and receipts.
• Assist in preparing budget reports and helping ensure that IT expenditures stay within allocated budgets.
• General IT Administrative Tasks:
• Assist with onboarding new employees by preparing their IT equipment, accounts, and access.
• Coordinate IT training sessions and maintain training materials for internal staff.
• Help manage the maintenance of the IT department’s internal documentation, including system manuals, policies, and procedures.
• Collect ITGC evidence
  

Qualifications

• Education:
• Associate’s degree in Information Technology, Business Administration, or related field (or equivalent experience).
• Experience:
• 1-3 years of experience in an administrative or assistant role, ideally within an IT or technical environment.
• Experience supporting senior executives or leadership teams is a plus.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office collaboration tools (e.g., Teams, Zoom).
• Basic understanding of IT systems, hardware, and software.
• Experience with IT project management tools or ticketing systems is a bonus.
• Soft Skills:
• Strong organizational and time-management skills, with the ability to handle multiple tasks efficiently.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• A proactive, solution-oriented approach to challenges.
  

Preferred Qualifications

• Familiarity with IT procurement processes, inventory management, and vendor relations.
• Knowledge of basic IT terminology and an understanding of the IT department’s functions.
  
  

What We Offer

• Competitive salary and bonus
• Benefits and Pension Plan
• Product Allowances
• An organization that cares about Corporate Social Responsibility
• Tuition reimbursement
• Training & Development Programs
• An opportunity to learn about the world of wine
  
  

COMPENSATION: Budgeted Range – ($59,738.00 - $77,308.00)

The budgeted range takes into account several factors and qualifications that are considered in making compensation decisions including experience, education, training, licenses, certifications, and other business and organizational requirements. Base pay is only one component of the total rewards offering at Arterra.

We are committed to establishing a qualified workforce that reflects the diverse population it serves and we encourage applications from all qualified individuals. We are also committed to preventing and removing barriers to employment for people with disabilities, and we invite you to inform us should you have any accessibility or accommodation needs.