Bilingual Administrative Assistant

Marberg Staffing; Toronto; On-site; CAD 37,000 - 45,000; Full time

Job summary

Marberg Staffing is seeking a highly organized Bilingual Administrative Assistant for a union client. The role is 100% onsite in mid-town Toronto, temporary for ~1 month with potential extension.

The candidate will support a small team, manage schedules, and prepare bilingual documents in English and French, using Outlook and Zoom, with exposure to Oracle databases. 27–33 CAD/hour, 35 hours/week.

Qualifications

• Not-for-profit or union sector experience is an asset.
• High school diploma required.
• 3+ years of office administration experience.

Responsibilities

• Maintain databases and retrieve information; prepare reports using Oracle.
• Maintain research files, records, and filing systems (electronic and physical).
• Provide bilingual administrative and clerical support to department staff.

Skills

Microsoft Office

Outlook

Zoom

Databases

Data entry

Proofreading and editing

French and English fluency

Education

High school diploma

Tools

Oracle

Job description

Bilingual Administrative Assistant for union client, Canadian head office, mid town Toronto.

Job Type: Temporary.

Initial Term: ASAP to for approximately 1 month, with possibility of additional extension.

Existing Vacancy: Backfill for leave of absence.

Compensation: $27.00 to 33.00 per hour, according to experience.

Regular Work Hours: 7.0 hours per day not including 1-hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (35 work hours per week).

Work Location: 100% onsite at client's mid-town Toronto office, near TTC station.

Ergonomic Requirements: In addition to regular desk work, the position will require occasional lifting of bankers' boxes to prepare offsite storage and standing or crouching to re-file hard copy documents.

Onsite Dress Code: Business Casual according to Client business requirements.

Responsibilities Summary

We are seeking a highly organized and detail-oriented Bilingual Administrative Assistant to provide administrative, research, and clerical support to a small team. The successful candidate will manage multiple priorities, maintain accurate records, coordinate schedules, and support the preparation and organization of research materials and documents.

• Maintain databases and retrieve information; prepare reports using Oracle.
• Maintain research files, records, and electronic and physical filing systems.
• Provide bilingual administrative and clerical support to department staff.
• Draft, edit, format, proofread, and finalize documents in English and French.
• Manage calendars, meetings, conference calls, and videoconferences using Outlook and Zoom.
• Coordinate schedules, deadlines, conference arrangements, registrations, and occasional travel.
• Process travel-related expenses and departmental requisitions.
• Maintain subscriptions, contact information, and website content.
• Process incoming and outgoing mail and assist with bulk mailings.
• Scan, print, photocopy, and organize documents and files.
• Provide bilingual reception coverage on a rotating basis.
• Assist with moving and storing files and bankers’ boxes when required.
• Additional bilingual administrative assistant responsibilities as required.

Qualifications

Education: High school Diploma.

Preferred Work Experience: At least 3+ years of experience in office administration.

Preferred Sector Experience: Not-for-profit or union sector experience an asset.

Technical and Language Skills Requirements

• Must have strong proficiency with Microsoft Office, Outlook, Zoom, and databases. (will be tested)
• Strong data entry skills (will be tested).
• Oracle experience is an asset.
• Excellent proofreading, editing, and document-formatting skills. Excellent attention to detail and accuracy (will be tested).
• Advanced fluency in French and English, both written and verbal, including advanced level business writing (will be tested). Polished and professional telephone manners.

Task- Based Qualifications and Additional Attributes

• Demonstrated record of professional conduct and character. Responsible, reliable and works to deadlines.
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
• 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.

Additional Requirements

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work 100% onsite, abiding by organization health and safety policies
• Ability to promptly provide reasonably recent, qualified employment references at point of client interview who are available to speak with either Marberg or Marberg's client.
• 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.