Administrative Specialist

Marberg Staffing; Toronto; Hybrid; CAD 32,000 - 45,000; Full time

Job summary

Marberg Staffing is seeking an Administrative Specialist for a provincial government agency client in downtown Toronto. This temporary role offers hybrid work (2 days remote, 3 days onsite) with a November 2026 start and May 2027 end date.

Responsibilities include calendar management, meeting logistics, correspondence preparation, invoicing, HR support, records management and stakeholder liaison, with a strong focus on efficiency and professional communication.

Qualifications

• Post secondary credential in business admin or related field.
• Excellent written and verbal English communications.
• Strong calendar, scheduling and document handling abilities.

Responsibilities

• Coordinate calendars, meetings, travel and logistics (domestic and international).
• Prepare and distribute correspondence, reports, agendas and minutes.
• Monitor administrative requests and ensure timely follow-up.
• Support invoicing, expense reconciliation, budget tracking and reporting.
• Coordinate recruitment, onboarding and HR-related activities.
• Manage records, filing systems and information control processes.
• Oversee office assets, equipment and facilities needs.
• Liaise with service providers and external stakeholders.
• Assist with special projects and process improvements.

Skills

Advanced calendar management

Multitasking

Attention to detail

English communication

Data entry

Office software proficiency

Education

Post secondary degree or diploma in business administration

Tools

Microsoft Office Suite

SharePoint

Adobe Acrobat

Job description

Administrative Specialist for provincial government agency client, downtown Toronto.

Job Type: Temporary.

Initial Term: November 23, 2026 to May 21, 2027.

Existing Vacancy: Yes.

Compensation: $28.00 per hour.

Regular Work Hours: 7.25 hour per day, 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: Currently hybrid - combination of 2 days remote-based and 3 days onsite at client's Toronto office on PATH near TTC Station. May change to 100% onsite during the course of the assignment, and you must be flexible to move to a 100% onsite work arrangement upon request.

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

Responsibilities Summary:

Coordinate and maintain day-to-day office administration activities in support of organization programs and initiatives. Provide comprehensive administrative support to leadership and internal teams.

• Coordinate and manage calendars, meetings, travel arrangements, and related logistics both domestic and international.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, agendas, and meeting minutes.
• Monitor and track administrative requests, ensuring timely follow-up and resolution.
• Support financial administration activities, including invoice processing, expense reconciliation, budget tracking, and reporting.
• Coordinate administrative aspects of recruitment, onboarding, and other HR-related activities.
• Manage records, documentation, filing systems, and information control processes.
• Coordinate office assets, equipment, accommodations, and facility-related requirements.
• Liaise with internal service providers and external stakeholders to support operational needs.
• Assist with special projects, process improvements, and initiatives designed to enhance operational efficiency.
• 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 an administrative, executive support, office coordination, or business support role.

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 with SharePoint (may be tested).
• Proficiency in Adobe Acrobat (may 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 (may be tested), and polished, professional telephone manners.

Task -Based Qualifications:

• Sound understanding of protocols and practices of an executive office to 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.
• 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.
• 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.
• Demonstrated ability to work well both independently and collaboratively and liaise effectively with a wide and diverse range of internal and external stakeholders.

Additional Requirements:

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both hybrid and 100% onsite, abiding by organization health and safety policies.
• Ability to promptly provide minimum of 3 reasonably recent, qualified employment references at point of client interview who are available to speak with either Marberg or Marberg's client.
• Ability to declare personal Non-Conflict of Interest in execution of assignment / position responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical and Interpersonal Skills Evaluations, and Employment References.

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.