Senior Administrative Assistant

Marberg Staffing; Mississauga; On-site; CAD 47,733 - 67,984; Full time

Benefits offered by this job

Free parking

Hybrid work model

Job summary

A staffing agency in Mississauga seeks an experienced Administrative Assistant to support a regulatory client. This role involves comprehensive administrative tasks, including HR administration and meeting coordination. The ideal candidate will have over 5 years of experience in a similar role and strong MSOffice proficiency. The position is hybrid, requiring both onsite and remote work, with a compensation of $42 per hour.

Qualifications

• At least 5+ years of progressive administrative experience supporting a senior management team.
• Experience in the public sector, energy sector, or regulatory experience is an asset.

Responsibilities

• Provide comprehensive business operations and administrative support services to senior manager.
• Handle HR administration and personnel records maintenance.
• Schedule appointments and maintain appointment calendars.
• Prepare minutes of meetings and develop meeting agendas.

Skills

Strong MSOffice

Advanced Excel

Strong English communication

Typing and data entry skills

Organizational skills

Education

Post Secondary Degree or Diploma in Business Administration

Job description

Administrative Assistant for regulatory client, Mississauga office.

Job Type: Temporary.

Existing Vacancy: Yes

Initial Term: ASAP to March 31 2026, with possible extension.

Compensation: $42 per hour.

Regular Work Hours: From 8 am to 4 pm, not including 1 hour unpaid lunch break, Monday to Friday (35 work hours per week).

Work Location: Hybrid - combination of 2 days remote-based and 3 days onsite at client's Mississauga facility, with free parking provided. Onsite work expectations subject always to client business requirements, and may change according to client business need.

Position Reports To: Senior Manager.

Responsibilities Summary

To provide comprehensive business operations and administrative support services to senior manager and team, for large regulatory organization. Will handle broad range of administrative responsibilities for department, including HR administration and personnel records maintenance; receiving and processing incoming inquiries; scheduling and travel arrangements; meeting coordination and minute taking; drafting, formatting and distributing documents and correspondence; confidential records management; tracking ongoing work projects; maintaining administrative manuals, workflows and charts.

• Participate with supervisor in setting priorities, and assist with work scheduling of supervisor’s work projects and activities.
• Monitor work projects, including tracking status, maintaining an effective follow up/bring forward system, monitoring due dates, initiating follow-up actions, and coordinating staff communications.
• HR administration and personnel records maintenance, including maintaining timesheets and vacation records, and training, travel and reimbursement administration using internal tracking systems and Excel.
• Provide orientation for new staff on departmental administrative procedures.
• Prepare and format reports, statistical data, charts, presentations, correspondence, and other documentation from templates or written or verbal instructions.
• Prepare minutes of meetings and develop meeting agendas.
• Receive, log and distribute incoming hard copy and electronic mail, including confidential mail, and coordinate internal information flow.
• Maintain distribution lists, arrange for bulk printing of materials for mailing, arrange for address labels, arrange for packaging and physical handling, as necessary.
• Respond to telephone, in person, or electronic enquiries or forward to appropriate staff. Process routine inquiries from members of general public or external organizations.
• Schedule appointments and maintain appointment calendars. Prioritize requests and optimize time commitments.
• Handle meeting arrangements such as room reservation, audio/visual equipment, and security.
• Compile meeting agenda items, ensure quorums, and prepare and distribute briefing materials, including handouts, slides, and overheads as required.
• Arrange travel well in advance to maximize special offers with airlines, hotels and car rentals, ensuring all arrangements adhere to the traveler’s requirements as stipulated in their Traveler’s Profile.
• Maintain department records, including filing protocols, retention schedules, and confidential materials.
• Process expense receipts, petty cash and procurement card receipts for monthly reconciliation.
• Additional administrative support and business operations coordination responsibilities as required.

Qualifications

Education: Post Secondary Degree or Diploma in Business Administration, Office Administration, or equivalent combination of education and work experience.

Preferred Work Experience: At least 5+ years of progressive administrative experience, supporting a senior management team.

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

Technical and Language Skills Requirements:

• Strong MSOffice, including advanced Excel and Outlook (will be tested).
• Strong typing and data entry skills (will be tested).
• General strong technical proficiency to work across different software platforms including travel, timesheet administration, expense reimbursement applications, etc.
• Strong English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task-Based Qualifications and Additional Attributes

• Should be self motivated, with superior attention to detail, and possess excellent problem solving skills.
• Demonstrated record of professional conduct and character. Punctual, responsible, reliable and works to deadlines.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• 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.
• Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, 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 remotely and onsite, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

Application Notes

We are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through LinkedIn and marberg.com.

Candidates are only contacted via official phone call, email, or Linkedin message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

No AI tools are used to screen, assess or select employment applications. All candidate selection processes are performed by qualified recruiters.

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.