Administrative Assistant to Executive Team, provincial government agency client, downtown core Toronto office.
Marberg Job Number: 2854.
Job Type: Temporary.
Existing Vacancy: Yes.
Initial Term: ASAP for approximately 5 months, with possible extension.
Compensation: $27.70 per hour.
Regular Work Hours: From 8:30 am to 4:30 pm, including a 45-minute unpaid lunch break, Monday to Friday (36.25 work hours per week).
Work Location: 100% Onsite at Client's downtown core Toronto office near TTC, Union and GO Stations.
Responsibilities Summary:
Provide administrative support services to executive office and senior leadership team members.
- Manage department calendars, schedule online and onsite meetings and conference calls, and make travel arrangements.
- Attend and minute meetings as required. Follow up on action items as required.
- Draft, format, proof and distribute correspondence, briefing notes, memos, reports and presentations.
- Conduct background research for administrative special projects as assigned and prepare information summaries and reports.
- Receive, record, prioritize and respond to telephone and email inquiries, forwarding and escalating urgent or complex matters as needed.
- Maintain office inventory and order office supplies. Process invoices and expense claims for approval.
- Maintain electronic and hard copy filing systems and prepare mail and courier materials for distribution.
- Maintain and update database and mailing list information.
- Additional administrative support responsibilities as required.
Qualifications:
Education: Post Secondary education in Business Administration or related discipline, or applicable combination of work experience and education.
Preferred Work Experience: At least 3+ years of progressive, related work experience providing administrative support to a senior management team.
Preferred Sector Experience: Government, broader public sector, or not-for-profit sector administrative support experience preferred.
Technical and Language Skills Requirements:
- Advanced proficiency in MSOffice, including Word, Excel, PowerPoint and Outlook (will be tested).
- Fast and accurate typing and data entry skills (will be tested).
- Experience with computerized databases for correspondence tracking, HR administration, financial administration, etc.
- Proficient English communication skills, both written and verbal, including strong business writing skills and polished, professional telephone manners.
- 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:
- Self starter: punctual, responsible and reliable. Demonstrated commitment to client service and professional representation of the organization.
- Pleasant and courteous; able to work well both independently and cooperatively as part of a team and liaise effectively with a wide range of internal and external stakeholders.
- 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.
- Advanced organizational, coordinative and time management skills, with the ability to prioritize work effectively for self and others, meet tight deadlines and work well under pressure.
- Excellent listening skills: ability to provide and receive professional, effective feedback.
- Demonstrated ability to work well both independently and collaboratively 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 100% onsite, abiding by organization health and safety policies.
- Ability to promptly provide 3 qualified employment references upon request who are available to speak with either Marberg or Marberg's client. We will likely request to contact your references at the onsite client interview stage.
- 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.
- Additional satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment, Social Media Check, and Employment References as required.
Application Notes:
Please note that 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 Indeed.ca, 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. 