Administrative Specialist

Marberg Staffing Ltd.; Toronto; Hybrid; CAD 60,000 - 80,000; Part time

Job summary

An agency specializing in staffing solutions seeks an Administrative Specialist to support the Executive Head Office of a provincial government entity in downtown Toronto. This temporary position involves a hybrid work model, combining remote and onsite duties. The ideal candidate has a Post Secondary Degree, at least 3 years of experience, and is proficient in Microsoft Office and Adobe Suite, showcasing strong communication and detail-oriented skills.

Qualifications

• 3+ years of experience in office administration, supporting an Executive Office.
• Proficiency in Adobe Acrobat.
• Understanding of government administrative policies.

Responsibilities

• Provide administrative support to Executive Head Office.
• Maintain collaborative working relationships internally and externally.
• Plan and coordinate business travel for staff as required.

Skills

Proficiency in Microsoft Office Suite

Strong English communication skills

Attention to detail

Data entry skills

Education

Post Secondary Degree or Diploma in business administration

Job description

Administrative Specialist to Executive Office, provincial government agency client, downtown Toronto.

Job Type : Temporary.

Initial Term : August 18, 2025 to February 13, 2026, with possibility of extension.

Compensation : $25.38 per hour.

Regular Work Hours : 7.25 not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).

Work Location : Hybrid - combination of 3 days remote-based and 2 days onsite at client's downtown Toronto office, on PATH and near TTC station. Onsite work expectations subject always to client business requirements, and may change according to client business need.

Ergonomic Requirements : Occasionally moves or lifts light objects such as meeting or presentation materials.

Responsibilities Summary :

To provide administrative support to Executive Head Office in areas of human resources, finance, IT, facilities, records and asset management, accommodation planning, human resources, and issues management.

• Assist with general administrative duties to Executive Office, including scheduling meetings, minute taking, HR related administrative support, documents processing andreports preparation, data entry and other clerical support, ordering office supplies, payment processing, maintaining meeting room facilities, photocopying and distributing business material, and reception relief.
• Maintain collaborative working relationships within and outside the organization, and act as focal point of contact for information requests. Review incoming requests; determine proper action; respond, or route requests to appropriate section for response; identify outstanding issues; and maintain follow-up system on status of requests.
• Schedule meetings for senior management. Research and compile supporting information; contact participants; prepare and distribute agendas; and record and finalize minutes.
• Prepare routine correspondence including letters, agendas, memoranda, reports, charts, minutes and presentations; proofread for signature; obtainrelated background or reference material; and sendcopies of correspondence to other relevant parties.
• Plan and coordinate business travel in Canada and abroad for divisional staff as required.
• Assist in coordination of Branch budget and prepare status reports. Track office expenditures; prepare travel expenses; process invoice payments; and prepare journals and reconciliation reports for review and approval.
• Provide HR support to line management for HR activities and documentation as required, ensuring adherence to established HR policy and procedures.
• Coordinate facilities and accommodation services, including review of staff requirements (telephone, accommodation, accessibility).
• Coordinate asset management requirements (equipment, PC lease renewals) for executive approval, and maintain up-to-date asset inventory.
• Develop and maintain effective electronic and hard copy records management systems and controls.
• Facilitate provision of IT support and maintain IT asset records. Work with management to ensure I&IT requirements of the office are met.
• Provide back up administrative support to EA to Executive Director.
• Provide back up reception support to Corporate Reception desk.
• Plan and conduct special projectsat the request of senior management.
• Additional administrative support, coordination, and document preparation responsibilities as required.

Qualifications :

Education : Post Secondary Degree or Diploma in business administration or related discipline, or equivalent combination of education and work experience.

Preferred Work Experience : At least 3+ years of experience in office administration, supporting an Executive Office.

Preferred Sector Experience : Government / public sector administration experience preferred.

Technical and Language Skills Requirements :

• Proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint and Excel (will be tested).
• Proficiency in Adobe Acrobat (will be tested).
• Strong data entry, typing skills and attention to detail (will be tested).
• Strong English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes :

• Familiarity with ministry and government administrative policies and procedures in order to coordinate day-to-day business administration activities of the office, including finance, IT, human resources, accommodation, communications and issues management, procurement and facilities administrative support activities as required.
• Sound understanding of protocols and practices of an executive officeto ensure effective management of information flow.
• Sound understanding of records management policies and best practices to maintain confidential filing systems.
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Focused and able to work effectively with minimal direction and supervision.
• Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• 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.
• Demonstratedabilitytoworkwell bothindependently andcollaborativelyand liaise effectively with a wide and diverse range of internal and externalstakeholders.

Additional Requirements :

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both remotely and 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.

Application Notes :

Recommended Application Date : We kindly request that you submit your resume as soon as possible, as our client will not accept new applications afterWednesday July 30, 2025.We are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.

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