Administrative Assistant

Administrative Assistant for provincial government ministry client, downtown Toronto.

Marberg Job Number: 2736.
Job Type: Temporary.
Initial Term: February 2 2026 for approximately 6 months.
Existing Vacancy: Yes; supporting a project.
Target Compensation: From $26.41 to $30.78 per hour, according to experience.
Regular Work Hours: 7.25 hours per day not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).
Work Location: 100% onsite at client's downtown Toronto office near TTC station.
Onsite Dress Code: Business Casual. Non-scented products policy in effect.

Responsibilities Summary:
Provide administrative support services to legal and program operations team designated to the implementation and prioritization of a multi-level, multi-organization social justice strategic initiative.

• Organize and plan internal and external meetings, including preparation and distribution of meeting agendas and briefing materials, managing attendance and RSVP lists, booking meeting rooms and venues, and arranging for staff travel as needed.
• Regularly attend meetings and take minutes as required.
• Draft correspondence and other documentation from templates and written and verbal instructions.
• Produce, format and proofread a range of materials including reports, forms, spreadsheets, presentations and general correspondence using on-line data bases and Microsoft Office software. Obtain approvals, and collate and distribute finalized materials as required.
• Receive, log, and respond to written and verbal requests from broad range of internal and external stakeholders, prioritizing and forwarding requests accordingly, and following up on action items.
• Financial administration including expense claim and purchasing card reconciliation, and financial report preparation.
• Maintain hard copy and electronic records, preparing files in accordance with established records management standards and procedures.
• Additional administrative support responsibilities as required.

Qualifications:
Education: Post Secondary Degree or Diploma in Public Administration, Business Administration or related discipline.
Preferred Work Experience: At least 3+ years of progressive administrative assistance supporting a legal or program operations team.
Preferred Sector Experience: Government/public sector administration experience an asset. Familiarity with social justice, legal services, advocacy or community services an asset.

Technical and Language Skills Requirements:

• Advanced proficiency with MSOffice including Word, Excel, Outlook and Teams (will be tested).
• Strong typing at 50 wpm and satisfactory alpha numeric data entry skills (will be tested).
• Superior attention to detail (will be tested).
• Familiarity with online databases and file management programs.
• Strong English written and reading comprehension skills, including excellent spelling, grammar, proofreading and syntax (will be tested).
• Strong English verbal communication skills including professional telephone manners.

Task -Based Qualifications and Additional Attributes:

• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• 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.
• 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 liaise effectively with a wide and diverse range of internal and external stakeholders (online assessment may be requested).
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

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 2-3 qualified employment references upon request who are available to speak with either Marberg or Marberg's client. Please note that references may be requested at the interview stage.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Ability to complete a satisfactory Provincial Government security 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.
• Additional satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment and Employment References as required.

Application Notes:

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