Administrative Assistant (6-month Contract) NUMÉRO DE POSTE: 466369
- Produce or process correspondence covering a broad array of routine and confidential subject matter including reports, statistical data, submissions for approval of budgets, human resource material such as disciplinary action, staff salary and performance assessments/appraisals as well as items for negotiations, bargaining strategies, management positions on joint union/society items etc., response to criticisms and complaints, general administration ensuring confidentiality of same.
- Clients would include external organizations (Government, Corporate Management as well as internal recipients including the Companies Executive, Board of Directors and various line managers).
- Requires composing correspondence (of a routine and non-routine nature) to cover a given subject and to support given key points or requirements as provided by Supervisor or others.
- Sign correspondence involving routine administrative matters such as instructions to Supervisor's staff, notice of meetings and agendas, covering memos for distribution etc.
- Search files or records to locate information pertinent to subject of correspondence, selecting appropriate material and including same with the correspondence.
- Prepare correspondence and all manner of material to be reproduced in typed form.
- Typing may be passed to others for processing, in which case the secretary retains responsibility for the acceptability of the completed product. Requires operating and having proficient operating knowledge of personal computers(PC) and various PC applications, photocopying machines, fax machines, printers and various keyboard equipment including word processing or telecommunications equipment.
- May perform minor routine maintenance on such equipment.
- May require training others in the operation of such equipment.
- MEETINGS - as requested by Supervisor, or other departmental staff, make all necessary arrangements for meetings including the preparation of agenda, acquiring of meeting room, arranging for audio-visual or other equipment, preparing and issuing meeting notices etc.
- May be required to attend meetings with Supervisor to either provide administrative support or to act as a recording secretary.
- Ascertain agenda items for scheduled meetings by canvassing staff who normally have input to such meetings and otherwise assist Supervisor or others in developing the agenda.
- Attempt to ensure that persons having specific input to planned meetings will be present and make alternative arrangements when problems develop. Where required, ensure that a quorum of committee members will be in attendance at meeting.
- Ensure that Supervisor is adequately briefed for the meeting and has all required materials and reference materials relating to items on the agenda and that Supervisor's staff have made any obligatory input.
- Prepare or arrange for the preparation of handouts, graphic displays, slides, overheads etc., as requested by the Supervisor, or other participants.
- Make all necessary travel and accommodation arrangements for Supervisor and staff, following appropriate travel policies, including obtaining appropriate approvals for out of province and out of country travel.
- MAIL PROCESSING: Receive, open, sort and register correspondence (including confidential correspondence such as human resource material, negotiations, bargaining strategies etc.,) addressed to Supervisor.
- Monitor electronic mail on behalf of Supervisor.
- Determine from content whether to retain for Supervisor or to redirect to other staff who could appropriately respond.
- Review, highlight and make pertinent notations in margins to draw Supervisor's attention to important or related issues requiring attention and assist Supervisor in handling of correspondence by arranging same into groups in order of priority requirements.
- Determine from correspondence whether Supervisor may require information from files or records, agreements, contracts etc., to facilitate response. Search source records etc., to locate required data. Assemble data into appropriate format for Supervisor's effective use.
- Process outgoing mail for Supervisor and/or other staff, logging, as necessary.
- Maintain up to date various distribution or mailing lists
- TIME MANAGEMENT: Participate with Supervisor in the setting of priorities and the scheduling of Supervisor's work projects and activities, advising relative to the status of current work, target dates, scheduled actions/meetings etc., and other related demands on Supervisor's time.
- Discuss impact on available time of new or pending assignments and assist Supervisor to incorporate same into the work schedule.
- Maintain referral and follow up control logs to keep Supervisor informed of impending actions, progress etc.
- Coordinate all access to Supervisor.
- Set up priority for requests and, where possible and prudent, refer same to other knowledgeable staff for action or, within prescribed limitations, respond personally to request providing required information or service.
- Provide requesters with various requested information within the bounds of confidentiality restrictions.
- INFORMATION MAINTENANCE: Establish and maintain physical and electronic records for the Supervisor, complying with appropriate retention schedules.
- Arrange for obsoleting of records in accordance with the retention schedule and for off-site storage or destruction, consistent with OPG policies.
- CLERICAL/ADMINISTRATIVE SUPPORT: Receive and process information received from others in the form of periodic routine reports, administrative forms or other routine format covering a broad array of subject matter such as time reporting, work project control, personnel activities, budget feedback, performance reviews, vacation requests, safety deficiency reports, significant event reports, safety system audits, labour relations, grievance reports and items for bargaining etc.
- Edit, compile, pyramid or summarize data, as necessary, to convert same to the required end product.
- Prepare required forms, summaries etc., and/or take required routine actions to implement results, (computer input for example).
- Review forms, reports and other forms of information to be processed (time reports, expense reports, computer output reports etc.) for conformity to all governing requirements (policies, collective agreements, human resources policies and procedures etc.,) where pertinent, for accuracy of calculations, for account distribution and the like.
- Perform a liaison function between Supervisor and others to pass along Supervisor's instructions to staff/clients etc., including advice as to his/her expectations, to expedite work, to achieve deadlines and, as necessary, to maintain continuity of objectives and practices across organizational lines.
- Perform liaison services with various Corporate groups such as those involved in budget preparation and control, performance pay, records management including attendance at meetings and providing feedback to Supervisor and/or other staff regarding changes to requirements.
- MISCELLANEOUS: Prepare purchase orders, cheque requisitions and effect other IT actions on behalf of supervisor; provide coordination services relating to space relocation, telephone changes, computer changes etc., ensuring that all interested parties are kept properly informed.
- Provide back-up clerical/administrative support within the department during periods of short-term absences of personnel, arrange for the provision of relief when on vacation, or other absences and/or arrange for periodic assistance to deal with high workload situations.
- Maintain an effective follow-up/bring forward system, monitoring due dates and providing Supervisor with status reports, as necessary.
About You:
- Minimum of 2 years of experience in an administrative support role.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to prioritize and manage multiple tasks and deadlines in a fast-paced environment.
- High level of discretion and confidentiality.
- Strong problem-solving skills and the ability to work independently.
- Excellent interpersonal skills and the ability to work effectively with all levels of the organization.
Pay Range:
$35.61 - $41.61 per hour
How to Apply
Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #466369
You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
Vaco by Highspring promeut un milieu de travail diversifié et encourage fortement les femmes, les personnes de couleur, les membres des communautés LGBTQ+, les personnes handicapées, les membres de minorités ethniques, les résidents nés à l’étranger et les anciens combattants à postuler.
Avis : Égalité des chances en matière d’emploi
Vaco by Highspring garantie l’égalité des chances et ne discrimine pas les employé.e.s ou candidat.e.s en fonction de la race (y compris les traits historiquement associés à une race tels qu’une coiffure ou la texture des cheveux), couleur de la peau, sexe (y compris la grossesse ou des conditions connexes), religion ou croyances, origine nationale, citoyenneté, âge, situation de handicap, statut d’ancien.ne combattant.e, appartenance à un syndicat, origine ethnique, genre, identité de genre, expression de genre, orientation sexuelle, état matrimonial, affiliation politique, ou toute autre caractéristique protégée comme requis par la loi.
Vaco by Highspring et ses sociétés mères, sociétés affiliées et filiales (Vaco by Highspring) s’engagent à inclure pleinement toutes les personnes qualifiées. Dans le cadre de cet engagement, Vaco by Highspring veillera à ce que les personnes handicapées bénéficient d’aménagements raisonnables. Si un aménagement raisonnable est nécessaire pour participer au processus de candidature ou d’entrevue, pour vaquer à des fonctions professionnelles essentielles et/ou pour bénéficier d’autres avantages et privilèges liés à l’emploi, veuillez contacter HR@vaco.com.
Vaco by Highspring souhaite également que tous les candidats connaissent leurs droits, à savoir que la discrimination sur le lieu de travail est illégale.
En vous soumettant à ce poste, vous acceptez de donner à Vaco by Highspring le droit exclusif de présenter votre candidat pour l’opportunité d’emploi précédente. Vous convenez en outre que vous avez représenté des informations vous concernant avec exactitude et que vous n’avez pas déformé vos qualifications de manière affirmative. Vous acceptez également de garder confidentielle, dans toute la mesure permise par la loi, toute information que vous apprenez de Vaco by Highspring sur le poste et vous limiterez la divulgation des informations sur le poste uniquement dans la mesure nécessaire pour exécuter toute obligation dans la poursuite de votre candidature. En échange, Vaco by Highspring accepte de faire des efforts raisonnables pour vous représenter par le biais de toute sollicitation, sélection d’emploi et dispersion de CV.
Avis de confidentialité
Vaco by Highspring, ses sociétés mères, ses filiales et les sociétés du même groupe (« nous », « nos » ou « Vaco by Highspring») respectent votre vie privée et s’engagent à présenter un avis transparent concernant leurs politiques.
- Les résidents de la Californie peuvent consulter l’avis relatif à la collecte de renseignements publié par le service des RH de Vaco by Highspring à l’intention des candidats et des employés de la Californie ici.
- Les résidents de la Virginie peuvent accéder à nos politiques propres à leur État ici.
- Les résidents de tous les autres États peuvent accéder à nos politiques ici.
- Les résidents canadiens peuvent consulter nos politiques en anglais ici et en français ici.
- Les résidents des pays où le RGPD s’applique peuvent accéder à nos politiques ici.
Avis sur la transparence salariale
La détermination de la rémunération pour ce poste (et d’autres) chez Vaco by Highspring dépend d’un large éventail de facteurs, notamment :
- les compétences, l’expérience et la formation de la personne;
- les exigences relatives au permis d’exercice et à l’agrément;
- l’emplacement du bureau et d’autres considérations géographiques;
- d’autres besoins professionnels et de l’entreprise.
Ainsi, comme l’exige la loi locale, Vaco by Highspring estime que l’échelle salariale ci-dessus représente une estimation raisonnable de la rémunération de base d’une personne embauchée à ce poste dans des régions qui requièrent la divulgation de l’échelle salariale. La personne peut également être admissible à des primes discrétionnaires.