Assistant Jobs in Toronto, ON

Administrative Assistant to financial regulatory client, downtown Toronto.

Marberg Job Number : 2592.

Job Type :  Temporary.

Initial Term :  June 23 2025 to October 17 2025, with possibility of extension or conversion to direct-hire.

Compensation :  $27.47 per hour.

Regular Work Hours : 7.0 hours per day not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (35.0 work hours per week).

Work Location :  Hybrid - combination of 2 days remote-based and 3 days onsite at client's downtown Toronto office, on PATH and near TTC station.

Onsite Dress Code : Corporate and / or Business Casual according to client business requirements.

Position Reports To : Manager.

Responsibilities Summary :

Provide precise and timely administrative and documents processing support services to professional team, including file intake processes, opening and closing files, conducting security checks, scheduling meetings, and maintaining records. Good judgment, attention to detail, and excellent customer service are important attributes in this position.

• Process filing applications, including status exemptions, waivers and other regulatory requests. Coordinate with regulatory team on proper routing of files and forward required documentation to appropriate parties.
• Regularly check and receive new file applications using incoming tracking system. Open files according to established protocols.
• Check filing fees and payments and ensure all required information is available. Enter submission information into computerized system.
• Obtain necessary approvals for fees adjustments, create fees exception codes and process refunds.
• Conduct security checks, escalating to professional staff as appropriate.
• Complete file closing procedures, including preparing and sending decision document materials to appropriate parties, and updating tracking systems and SharePoint site accordingly.
• Prepare correspondence, reports, graphs, charts, presentations, and other documents using appropriate word processing, graphics, and spreadsheet software packages or specific software systems.
• Schedule and coordinate meetings with internal and external stakeholders.
• Monitor Division’s mailbox for inquiries and correspondence, and respond or forward as appropriate.
• Provide general administrative coordinative support to the Division, including basic technical and facilities support, coordinating with IT and Office Services teams as required.
• Additional administrative, documents processing and clerical support services as required.

Qualifications :

Education : College Diploma in Business Administration, Office Administration or related field.

Preferred Work Experience : At least 2+ years of progressive administrative support experience in a professional office environment, including experience supporting one or more management or professional staff at one time.

Preferred Sector Experience : Financial, Banking, Legal Services, Regulatory, Public Sector, or Professional Services sector experience preferred.

Technical and Language Skills Requirements :

Task -Based Qualifications and Additional Attributes :

Additional Requirements :

Application Notes :

Recommended Application Date :  We kindly request that you submit your resume as soon as possible, as our client will not accept applications after June 4, 2025. Qualified applications may be contacted same day as date of application.