Administrative Assistant

HR Associates; Toronto; On-site; CAD 36,000 - 48,000; Full time

Job summary

HR Associates is seeking an experienced Administrative Associate to join their legal team. This is a 12-week contract with potential for permanent employment, offering an opportunity to support senior leadership and multiple stakeholders in a fast-paced environment.

The role requires managing calendars, coordinating meetings, preparing correspondence and presentations, supporting records management, and serving as a key point of contact for internal and external stakeholders.

Qualifications

• Demonstrated and progressively responsible administrative experience supporting senior leaders or multiple teams.
• Exceptional organizational skills and strong attention to detail.
• Advanced proficiency with Microsoft Outlook, Excel, Teams, SharePoint, and the Microsoft Office Suite.
• Experience supporting legal professionals or working within a legal environment is considered an asset.
• Previous experience in the public or broader public sector is considered an asset.

Responsibilities

• Manage complex calendars and coordinate meetings for senior leaders.
• Prepare correspondence, reports, presentations, agendas, and meeting materials.
• Attend meetings and prepare minutes and action items as required.
• Liaise with internal and external stakeholders to coordinate information and support business operations.
• Maintain SharePoint sites, electronic records, and document management systems in accordance with organizational standards.

Skills

Administrative support

Calendar management

Communication

Attention to detail

Tools

Microsoft Outlook

Excel

SharePoint

Teams

MS Office

Job description

Since 1996, HR Associates has been a trusted partner to public and broader public sector organizations across Ontario. We specialize in placing interim professionals and administrative resources within the public, broader public, and not-for-profit sectors. Our consultants bring deep domain experience, a rigorous selection approach, and a strong commitment to client confidentiality.

ADMINISTRATIVE ASSOCIATE

12-Week Contract with Potential for Permanent Employment

Our client is seeking an experienced Administrative Associate to join their legal team. This is an excellent opportunity for a highly organized, proactive administrative professional who enjoys working in a fast-paced environment supporting senior leadership and multiple stakeholders.

About the Role

Reporting to senior leadership, you will provide administrative and operational support to a busy team while helping ensure the smooth day-to-day functioning of the department. You will manage calendars, coordinate meetings and logistics, prepare correspondence and presentations, support records management, and act as a key point of contact for internal and external stakeholders.

This role requires someone who is detail-oriented, exercises sound judgment, maintains confidentiality, and can effectively manage multiple priorities with minimal direction.

Key Responsibilities

• Manage complex calendars and coordinate meetings for senior leaders.
• Prepare correspondence, reports, presentations, agendas, and meeting materials.
• Attend meetings and prepare minutes and action items as required.
• Liaise with internal and external stakeholders to coordinate information and support business operations.
• Maintain SharePoint sites, electronic records, and document management systems in accordance with organizational standards.

Qualifications

• Demonstrated and progressively responsible administrative experience supporting senior leaders or multiple teams.
• Exceptional organizational skills and strong attention to detail.
• Advanced proficiency with Microsoft Outlook, Excel, Teams, SharePoint, and the Microsoft Office Suite.
• Experience supporting legal professionals or working within a legal environment is considered an asset.
• Previous experience in the public or broader public sector is considered an asset.

The ideal candidate is someone who anticipates needs and takes initiative, builds strong working relationships with colleagues and stakeholder and takes pride in producing accurate, high-quality work.