Project Administrative Support Assistant

Newcomer-Women; Toronto; On-site; CAD 41,000 - 50,000; Full time

Job summary

Newcomer Women's Services Toronto is seeking a Project Administrative Support Assistant to provide administrative, logistical and data-entry support for a multi-stakeholder systems change project. The role supports meetings, outreach, recruitment, events, research and reporting.

The assistant collaborates with the Project Coordinator to ensure activities are organized, records are accurate, and deadlines are met in a full-time, in-person North York location.

Qualifications

• Post-secondary education or training in office administration, business administration, project administration or a related field.
• Two (2) or more years of administrative or project support experience.
• Strong organizational, communication and time-management skills.

Responsibilities

• Serve as the first point of contact for project inquiries and direct stakeholders to the appropriate team member.
• Manage front-desk and reception functions including greeting visitors and coordinating appointments.
• Provide administrative support to the project team.
• Schedule meetings, workshops and conferences and prepare materials.
• Coordinate event logistics including venues, virtual platforms and catering.
• Enter, organize and verify project data and maintain records.

Skills

Administrative experience

Project support

Organizational skills

Communication skills

Time management

MS Office

Data-entry

Education

Post-secondary education in office administration or related field

Tools

Microsoft Office Suite

Job description

Project Administrative Support Assistant

Women Economic Development Full Time North York, ON $22.72 CAD per hour

Position Title: Project Administrative Support Assistant

Location: 789 Don Mills, North York, ON, with the possibility of working at any of our other locations as needed.

Vacancy: New

Vacancy number: SCP - 0002

Number of openings: 1

Hours: Full-time, In-person, 9 am to 5 pm.

Rate of Pay per Hour: $22.72

Classification: Permanent - Full Time,

Application Deadline: August 24, 2026, 11:59 PM EST

Position Summary

The Project Administrative Support Assistant provides administrative, logistical and data-entry support for a multi-stakeholder systems change project.

The role supports project meetings, outreach activities, participant recruitment, events, research, data collection, documentation, and reporting. The Assistant works closely with the Project Coordinator and project team to ensure activities are organized, records are accurate, and project deadlines are met.

Key Responsibilities

• Serve as the first point of contact for project inquiries, responding to questions and directing stakeholders, participants and partners to the appropriate team member.
• Manage front-desk and reception functions, including greeting visitors, answering calls and emails, coordinating appointments, and providing information about the project and its activities.
• Provide administrative support to the project team.
• Schedule meetings, workshops, training sessions, regional meetings, conferences and summits.
• Prepare agendas, meeting materials, registration lists, minutes and follow-up correspondence.
• Support participant and stakeholder outreach, recruitment, registration and communication.
• Coordinate event logistics, including venues, virtual platforms, catering, supplies and participant materials.
• Maintain project files, contact lists, participant records, databases and activity trackers.
• Enter, organize and verify project data, survey responses, attendance records and evaluation results.
• Assist with research, environmental scans, surveys and information gathering.
• Format reports, presentations, tools, training materials and communication resources.
• Track project activities, deadlines, action items and outstanding documentation.
• Support advisory committees, working groups and regional networks.
• Process invoices, expense documentation, purchase requests and other administrative records.
• Ensure project information is maintained accurately and confidentially.

Qualifications

• Post-secondary education or training in office administration, business administration, project administration or a related field.
• Two (2) or more years of administrative or project support experience.
• Strong organizational, communication and time-management skills.
• Experience coordinating meetings, events and participant registration.
• Strong data-entry, record-keeping and document-formatting skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and Teams.
• Ability to manage multiple priorities and meet deadlines.
• Experience in a nonprofit, community services or government-funded project environment is an asset.

Newcomer Women's Services Toronto is an equal opportunity employer and encourages applications from women, newcomers, and underrepresented groups.

Note: Accommodations are available upon request for all aspects of the selection process. Please inform us of any needs in advance.

Disclaimer: Artificial Intelligence (AI) tools will not be used in the screening,evaluation,orselectionof candidates. All applications are reviewed and assessed by our hiring team