HR Executive Administrative Assistant

Marberg Staffing; Toronto; Hybrid; CAD 47,000 - 67,000; Full time

Job summary

Marberg Staffing seeks an HR Executive Administrative Assistant for a provincial government agency in Downtown Toronto. This temporary role offers hybrid work with 2 days remote and 3 days onsite, 7-hour days, 35 hours weekly. Initial term from Sept 28, 2026 to Mar 28, 2027 with potential extension or conversion.

Reports to Chief Human Resources Officer. The role provides senior administrative and operational support, including calendar management, travel, budgets, minutes, and liaison across

Qualifications

• Education: college/university program in business administration, administrative assistance, HR management, or related field.
• 3+ years of senior administrative support experience including direct support to a senior executive.
• Experience coordinating events is required.

Responsibilities

• Provide high-level executive, calendar, email, and administrative support to senior HR management.
• Coordinate branch-wide functions including budgets, reporting, and events.
• Plan and coordinate meetings, travel, and training; manage HR-related correspondence and records.
• Maintain HR records; support procurement, budget reconciliation, and reporting.

Skills

Executive support

Calendar management

Event coordination

Education

Business/Admin education

Tools

Microsoft Office

Teams

OneDrive

Job description

HR Executive Administrative Assistant for provincial government agency client, Downtown Toronto.

Job Type: Temporary.

Initial Term: September 28, 2026 to approximately March 28, 2027, with possibility for extension or conversion to direct-hire.

Existing Vacancy: Yes.

Target Compensation: $41.21 per hour.

Regular Work Hours: FULL TIME WORK HOURS – 7.0 work hours per day, not including unpaid 60 minute lunch break, to be worked during regular business hours, Monday to Friday (35 work hours per week).

Work Location: Hybrid with 2 days per week remote and 3 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, including a potential future requirement to work fully onsite.

Position Reports To: Chief Human Resources Officer.

Responsibilities Summary:

To provide senior specialized administrative and operational support services to management and staff within the Human Resources Branch, including high-level executive administrative support to a Senior Executive. Will coordinate branch-wide functions including budget, financial and operational reporting, event planning, program and/or project coordination, administrative support and general office management.

• Provide high-level executive, calendar, email, and administrative support to a Senior Executive and HR Management team.
• Work collaboratively and cohesively with other administrative staff to ensure seamless coordination and consistent administrative practices, and act as the primary administrative liaison with HR, IT, Office Services, Finance, and other branches.
• Proactively plan, prepare, coordinate, schedule, track, and follow up on HR management-related meetings, agendas, events, offsites, business travel arrangements, correspondence, reports, policies, budgets, and speaking engagements.
• Support HR project and departmental meetings by scheduling meetings, preparing and distributing agendas and materials, recording and maintaining meeting minutes, and tracking follow-up actions.
• Coordinate and track legislative mandated employee and manager training, ensuring compliance with training requirements and providing quarterly reporting to HR management and other internal stakeholders.
• Coordinate the criminal record checks process, including name-based and fingerprint-based criminal record checks, track results in employee files, and follow up with the HR team on check outcomes.
• Monitor HR email inboxes as the main point of contact for the HR Department, respond to inquiries, re-direct to appropriate resources, and provide correspondence triage and issue resolution.
• Administer oaths for new employees and students by coordinating and conducting oath meetings, explaining requirements and processes, assisting with completion and compliance, obtaining signatures, maintaining accurate records and filing, and tracking completion status.
• Maintain Branch records and files in accordance with records management policies; provide back-up support and informal guidance to administrative staff; and identify and lead administrative process improvements, including superuser support on administrative systems.
• Plan and coordinate complex internal and external meetings, presentations, and events, including scheduling, invitations, materials, catering, registration, technical requirements, and external service provider arrangements.
• Maintain the overall Branch budget and financials, including reconciling individual unit expenses, processing invoices, tracking accruals, and identifying and resolving budget, invoice, expense, and other financial-related discrepancies.
• Coordinate Branch procurement activities by initiating purchase requisitions, tracking purchase orders, supporting vendor set-up, and liaising with Finance to ensure compliance with procurement policies, delegation of authority, and approval requirements.
• Coordinate travel and training-related expenses from all units within the Branch, reconcile at the overall Branch level, and prepare monthly and quarterly financial reports.
• Prepare and format executive documents, reports, presentations, and briefing materials; compile data and generate reports from multiple systems for quarterly and fiscal reporting; and conduct research and prepare summaries to support management decision-making.
• Coordinate administrative aspects of programs and projects, including professional services agreements and student programs, and liaise with external stakeholders to ensure timelines, deliverables, and service agreements are met.
• Support day-to-day office operations and general Branch administration, and perform additional administrative and HR responsibilities as required.

Qualifications:

Education: Completion of a college or university program in business administration, administrative assistance, HR management, or a related field, or an equivalent combination of education and relevant experience.

Preferred Work Experience: At least 3+ years of senior administrative support experience in a professional office environment, including direct support to a senior executive and concurrent support to multiple managers or professional staff. Experience in event coordination is required.

Preferred Sector Experience: Public Sector or regulatory sector experience is an asset.

Technical and Language Skills Requirements:

• Intermediate to advanced proficiency with Microsoft Office and collaboration tools, including Word, Excel, PowerPoint, Outlook, OneDrive, and Teams (may be tested).
• Proficient English communication skills, both written and verbal, including strong business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task-Based Qualifications and Additional Attributes:

• Knowledge of HR practices and relevant employment legislation is an asset.
• Experience coordinating and delivering events.
• Demonstrated professionalism, sound judgment, and discretion when handling sensitive and confidential information.
• Strong organizational skills with a proven ability to manage multiple competing priorities, meet deadlines, and work effectively in a fast-paced environment.
• Solutions-oriented with well-developed problem-solving, research, analytical, and information synthesis skills.
• Strong interpersonal, verbal, and written communication skills, with the ability to build and maintain effective working relationships with diverse internal and external stakeholders.
• Demonstrated customer service orientation and ability to work both independently and collaboratively as part of a team.

Additional Requirements:

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Must be available for a virtual screening between August 24-28, 2026, a virtual first-round interview between August 31-September 4, 2026, and a second-round in-person interview between September 8-11, 2026.
• Ability to work both remotely and onsite, abiding by organization health and safety policies, with flexibility to work fully onsite should client business requirements change.
• Ability to promptly provide minimum of 3 reasonably recent, qualified employment references from managers or supervisors upon request who are available to speak with either Marberg or Marberg's client.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities prior to assignment start.
• Ability to complete a satisfactory name-based and fingerprint security check prior to assignment start.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical Skills Evaluations, and Employment References as required.

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.