Administrative Assistant

Administrative Assistant for provincial government regulatory client.

Marberg Job Number : 2252.

Job Type : Temporary.

Initial Term : From May 21, 2024 to November 21, 2024, with an expectation of extension or conversion to direct employment.

Compensation : $25.71 per hour.

Recommended Application Date : Immediately - please note that we are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.

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 our client's downtown Toronto office, on PATH and near TTC station.

Responsibilities Summary :

Provide administrative support to a professional team, including opening and closing case files, conducting security checks, processing review applications and other procedural documents, scheduling meetings and maintaining records.

• Open, process and close review applications, enter data into tracking forms, send acknowledgements and decision documents, and upload records into online documents management site.
• Conduct security checks and background checks, and liaise with applicants' external council as needed.
• Prepare and issue comment letters, decision documents and additional correspondence for signature.
• Process cheques and wire transfers and record in database.
• Track all fees, payments and refunds accurately in MSExcel and assist with any necessary reconciliations.
• Schedule meetings and maintain electronic calendars using MSOutlook.
• Make travel arrangements for individuals or groups.
• Assist team with calendar management, including arranging Teams meeting or other remote access meetings.
• Prepare, edit, blackline, and distribute documents using MSWord, PowerPoint, and Excel.
• Review and respond to routine inquiries in a timely manner and escalate appropriately, as required.
• Additional responsibilities as required.

Qualifications :

Education : Post-secondary education and training in a Business or Office Administration program.

Preferred Work Experience : Minimum of 2 years of experience in a professional office environment, including experience supporting several management or professional staff at one time.

Preferred Sector Experience : Familiarity with Canadian capital markets sector and knowledge of the Ontario Securities Act an asset.

Technical and Language Skills Requirements :

• Advanced MSOffice Word, Excel, Outlook and PowerPoint (will be tested).
• Strong data entry and typing skills (will be tested).
• Familiarity with online file management systems such as SharePoint.
• Familiarity with Adobe Acrobat and PDF files.
• 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 :

• Demonstrated professional track record of good judgment, attention to detail and excellent customer service.
• Proven ability to successfully work remotely.
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
• Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• 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 available for both a virtual and in person interview the week of April 29, 2024.
• Must be available for an assignment with an expectation of extension or conversion to direct employment.
• 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 promptly provide 3 qualified employment references upon request who are available to speak with either Marberg or Marberg's client.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Ability to complete a satisfactory Provincial Government security check, including a Fingerprint Check, prior to assignment start.

Please note that Marberg will reimburse for the cost of the security checks upon confirmation of assignment start and submission of approved expense receipts.

• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.
14 days ago