Project Administrative Support Assistant

Newcomer Women's Services Toronto; Toronto; On-site; CAD 57,859,000 - 71,635,000; Full time

Job summary

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. You will assist with meetings, outreach, recruitment, events, research, documentation and reporting.

This full-time, in-person role at North York requires strong organizational and communication skills, proficiency in MS Office, and the ability to manage multiple priorities to meet deadlines.

Qualifications

• Post-secondary education in office administration, business administration, project administration or 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.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and Teams.

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 answering calls/emails.
• Provide administrative support to the project team.
• Schedule meetings, workshops, training sessions and regional events.
• Prepare agendas, materials, minutes and follow-up correspondence.
• Coordinate participant outreach, recruitment and communication.
• Manage event logistics including venues, virtual platforms and materials.
• Maintain project files, contact lists and databases.
• Enter and verify project data and survey responses.
• Support research, environmental scans and information gathering.

Skills

Administrative support

Organizational skills

Communication

Time-management

Meeting coordination

Education

Post-secondary education in office administration

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Microsoft Teams

Job description

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Project Administrative Support Assistant

Women Economic DevelopmentFull TimeNorth 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.

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, or selection of candidates. All applications are reviewed and assessed by our hiring team