Administrative Assistant

Job Title: Administrative Assistant II

Duration: 12 Months

Location: Toronto, ON (Hybrid 3 days a week)

Payrate: 27$/hr on T4

Job Overview:

We are seeking a highly organized and proactive Project Administrator II to provide administrative, coordination, and project support to community and Indigenous engagement initiatives. This role is responsible for managing communications, coordinating events and meetings, maintaining project documentation, supporting regulatory and reporting requirements, and ensuring effective collaboration among internal teams, external consultants, Indigenous communities, and stakeholders.

The ideal candidate is detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced environment while maintaining a high level of professionalism and accuracy.

Key Responsibilities:

• Manage and monitor engagement mailboxes, creating and maintaining records within internal database systems.
• Review, prepare, and draft correspondence and letters to support engagement activities with First Nations communities and other stakeholders.
• Attend meetings, record detailed minutes, and distribute finalized documentation in a timely manner.
• Coordinate meetings, consultations, and engagement activities with Indigenous Nations, community groups, stakeholders, and project teams.
• Track community commitments, action items, and follow-up activities arising from engagement meetings and consultations.
• Maintain and update contact databases, stakeholder records, and distribution lists.
• Prepare, format, and distribute presentations, briefing notes, reports, meeting materials, and correspondence.
• Coordinate internal communications and support team-wide updates.
• Review documents and communications to ensure consistency, accuracy, and quality standards are met.
• Support sponsorship and funding applications for local communities and Indigenous groups by guiding external applicants and internal stakeholders through established corporate processes.
• Coordinate community engagement events that strengthen stakeholder relationships and support organizational objectives.
• Order promotional materials, maintain inventory levels, and ensure event readiness.
• Manage event logistics, including venue bookings, catering arrangements, accommodations, transportation, payments, and other event-related requirements.
• Review and edit engagement records, logs, and documentation to ensure accurate reporting and record keeping.
• Coordinate the review and approval of meeting minutes with internal staff and external consultants.
• Maintain project files, consultation records, correspondence, and supporting documentation in accordance with regulatory, corporate, and records management requirements.
• Assist with regulatory filing preparation by organizing consultation records and supporting documentation.
• Support the preparation, quality control, and distribution of consultation summaries, reports, presentations, and briefing materials.
• Maintain team SharePoint sites, records repositories, and access permissions.
• Manage shared team calendars and coordinate schedules as required.
• Submit and track vendor onboarding requests and associated documentation.
• Collaborate closely with project teams, consultants, community representatives, and engagement team members to support ongoing initiatives.
• Participate in regular project meetings, team meetings, and ad hoc planning sessions.
• Coordinate building access, guest registrations, Wi-Fi access, room bookings, and other administrative arrangements required for meetings and consultations.

Qualifications:

Required:

• Post-secondary education in Business Administration, Office Administration, Project Administration, or a related field, or an equivalent combination of education and experience.
• Minimum of 3 years of administrative or project coordination experience.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and SharePoint.
• Experience maintaining records, documentation, databases, and filing systems.
• Strong written and verbal communication skills, with the ability to prepare professional correspondence and meeting materials.
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple priorities and competing deadlines in a fast-paced environment.
• Demonstrated ability to work independently with minimal supervision.
• Strong interpersonal skills and the ability to build positive working relationships with diverse stakeholders.
• Ability to quickly learn new processes, systems, and administrative procedures.

Preferred:

• Experience supporting Indigenous engagement, community relations, stakeholder engagement, or consultation activities.
• Experience coordinating community events, meetings, or public engagement initiatives.
• Familiarity with records management practices and regulatory documentation requirements.
• Experience working with external consultants, vendors, or multidisciplinary project teams.
• Knowledge of corporate sponsorship, community investment, or community engagement processes.