Jobs in Canada

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Added 14 days ago
OS
Project Administrative Assistant
Open Systems Technologies
Mississauga, ON
- Contract
3. Executive Support, Presentation Design & Meeting Management
Added 14 days ago
KD
Education Assistant
Keewatin-Patricia District School Board
Dryden, ON
- Full-time
You have an Ontario High School Diploma or equivalent, as well as one of the following: Diploma in Teacher Aide Program, Child Care Worker Program, Developmental Services Worker Program,…
Added 14 days ago
HG
HR Manager
Hendrix Genetics
Kitchener, ON
- $85,000 to $95,000 CAD / year
- Full-time
Immigration: Accountable for recruitment, selection and immigration hiring processes for the Temporary Foreign Worker program.
Added 14 days ago
SS
Personal Support Worker | Temporary Part Time Days| 2 Shifts
Sienna Senior Living
Elmira, ON
- Part-time
…a meaningful difference in residents’ lives. As a Personal Support Worker, you’ll form a deep understanding of your residents and their living experience. You will build relationships with…
Added 14 days ago
Clinical Support Worker
Lookout Housing and Health Society
North Vancouver, BC
Must have current OFA 1 First Aid Certificate
Added 14 days ago
Program Resource Worker
Lookout Housing and Health Society
North Vancouver, BC
Must have current Occupational First Aid Level 1 Certificate
Added 14 days ago
A
Dietary Aide AgeCare Royal Oak
AgeCare
Kingsville, ON · AgeCare Royal Oak
- Part-time
Must have or be enrolled in Food Service Worker Training Program
Added 14 days ago
E
Personal Support Worker (Casual) - Burloak
Extendicare
Burloak
- Part-time
Must possess strong written and oral communication skills · Must have demonstrated sound skills and knowledge of providing personal care duties
Added 14 days ago
E
Home Support Worker - Pathway to PSW
Extendicare
Listowel, ON · St. Marys, ON · Stratford, ON · ParaMed - Stratford (Lorne Av.)
- Part-time
…paid training through our comprehensive 3-week, in-class Home Support Worker training program, designed to equip you with the skills and knowledge needed to provide quality care in the…
Added 14 days ago
SG
1.0 FTE Temporary Educational Assistant BAPS
Superior Greenstone District School Board
Geraldton, ON
- Internship
Added 14 days ago
SG
1.0 FTE, Full-Time, Temporary Educational Assistant
Superior Greenstone District School Board
Geraldton, ON
- Full-time
Added 14 days ago
BD
EXT ESP Temporary Educational Assistant - Walkerton District Community School
Bluewater District School Board
Walkerton, ON
- Temporary
To be eligible, applicants must hold a secondary school diploma plus completion of a post-secondary education program in one of the following: Education Support Worker, Educational…
Added 14 days ago
K
Casual Wellness Worker
Ka-Na-Chi-Hih
Thunder Bay, ON
- Full-time
As a member of Ka-Na-Chi-Hih, the Casual Wellness Worker is responsible for providing comprehensive mental health and addiction supports to youth between the ages of 18-29. Facilitation of…
Added 14 days ago
J(
PMO Analyst
JSG (Johnson Service Group, Inc.)
AB · Edmonton, AB
- Contract
The role also provides project administration support, including being a central point of contact to all IS Infrastructure Project Managers, for tasks such as financial reconciliation…
Added 14 days ago
UG
Community Outreach Worker, Vancouver (Casual)
Union Gospel Mission (Vancouver)
Vancouver, BC
- Part-time
Valid Class 5 drivers’ license required
Added 14 days ago
WO
Orderly - Emergency
William Osler Health System
Toronto, ON
- Part-time
The role works on a rotating shift schedule · Current CPR certification required
Added 14 days ago
BH
Child and Youth Worker - Permanent Full-Time at Various Locations (1.0 FTE)
Brant Haldimand Norfolk Catholic District School Board
Brantford, ON
- Full-time
Successful completion of a three-year post secondary child and youth worker diploma program plus a minimum of two years related job experience in child youth work;
Added 14 days ago
SD
Indigenous Student Support Worker
School District 60
Fort St. John, BC
- Full-time
The ISSW must have the ability to work independently, and collaboratively, with teachers and the Indigenous Education Centre staff
Added 14 days ago
WR
LTO EA Level D - Ortho - 30 hrs/wk
Waterloo Region District School Board
Waterloo, ON
- Full-time
…sites. WRDSB is committed to creating learning environments that support the achievement and well-being of all students through partnering with staff, parents, families, caregivers and…
Added 14 days ago
WR
LTO EA Level D - Extended Day After School - 10 hrs/wk
Waterloo Region District School Board
Kitchener, ON
- Full-time
…sites. WRDSB is committed to creating learning environments that support the achievement and well-being of all students through partnering with staff, parents, families, caregivers and…
Added 14 days ago
ST
Unit Clerk - Acute Medicine Unit
St. Thomas Elgin General Hospital
St. Thomas, ON
- $27.93 to $30.35 CAD / hour
- Full-time
WHAT YOU MUST HAVE:
Added 14 days ago
HR
Cafeteria Worker (R1)
Halifax Regional Centre for Education (HRCE)
Cole Harbour, NS
- Full-time
The Cafeteria Worker is responsible for food preparation and service for the school community within the guidelines of the School Food and Nutrition Policy. The Cafeteria Worker will…
Added 14 days ago
AP
Accountant, Alberta House Building (Calgary, AB)
Anthem Properties
Calgary, AB
- Full-time
We’re looking for a high-performing accountant to support our Housebuilding division, someone who can own their portfolio, partner with operations, and bring clarity to complex, fast-moving…
Added 14 days ago
S
OH Lead Sarnia Refinery
Shell
Sarnia, ON
- Full-time
The candidate must have legal authorization to work in Canada on a full-time basis
Added 14 days ago
YH
Administrative Assistant (Full Time)
Yee Hong Centre For Geriatric Care
Markham, ON
- Full-time
…residence, and a wide range of community-based senior and caregiver support services. Through this comprehensive network, the organization serves more than 15,000 individuals annually…

Open Systems Technologies

Project Administrative Assistant

Mississauga, ON, Canada

Contract

Apply on LinkedIn About employer

Applications open in a new tab.

Job details

Job type: Contract
Apply by: Nov 26, 2026
Posting language: English
Posted: Oct 27, 2026

Original job description

Key Responsibilities

Workforce Analytics, Headcount & Recruitment Tracking

Headcount Reporting & Data Maintenance:

Maintain and update real-time department headcount trackers capturing key attributes: employment category (FTE, Consultant, Graduate, Intern), gender diversity, skill sets, years of experience, PTS IDs, anniversary dates, seat/locker allocations, and special preferences.

Generate month-over-month headcount trend reports, contractor vs. FTE ratios, and attrition analytics.

Track and document attrition reasons and market transition insights (e.g., via professional networks).

Recruitment & Pipeline Monitoring:

Track recruitment pipelines and open requisitions in coordination with Talent Acquisition/HR and management (minimum twice-weekly status cadence).

Compile monthly and year-to-date (YTD) hiring metrics, promotion tracking, and rotation schedules for graduates/interns.

Contractor & Contingent Worker Oversight:

Monitor contractor tenures, vendor IDs, and contract end dates on a monthly basis utilizing Tableau and internal reporting systems to ensure timely extensions or offboarding.

Onboarding, Offboarding & Resource Lifecycle Management

New Hire Onboarding:

Coordinate end-to-end onboarding for FTEs, contractors, graduates, and interns from pre-hire documentation to Day-1 login readiness.

Prepare welcome packages, ensure hardware/stationery provisioning, coordinate locker assignments, and schedule orientation check-ins.

Offboarding & Departures:

Execute standard departure protocols upon employee resignation or contract completion (e.g., locker clearances, equipment returns, access de-provisioning).

Process Documentation:

Author, maintain, and quarterly review step-by-step Standard Operating Procedures (SOPs) for recruitment workflows, onboarding checklists, and departure processes.

Executive Support, Presentation Design & Meeting Management

Leadership Presentations & Monthly Updates:

Design, curate, and format monthly executive decks and operational updates for department leadership.

Coordinate and assemble presentation decks for Department Town Halls and site-wide forums.

Meeting & Calendar Administration:

Maintain comprehensive annual site calendars incorporating performance review cycles, Town Halls, leadership visits, and key organizational milestones.

Coordinate high-impact meetings, agendas, logistics, and document concise Minutes of Meeting (MoM) with actionable follow-ups.

Travel & Expense Management:

Arrange domestic and international travel itineraries, accommodation, and handle prompt expense reconciliation and submission.

Site Logistics, Compliance & Office Administration

Office & Supplies Management:

Supervise inventory, procurement, and distribution of office stationery, technical accessories, and specialized team supplies.

Oversee physical locker allocation, auditing, and maintenance.

Visitor Management:

Coordinate visitor logistics, security badge clearance, executive escort protocols, and meeting space arrangements on a weekly/bi-weekly schedule.

Compliance, Licenses & Administrative Tracking:

Track mandatory compliance training completion, software license renewals, and CMP (Compliance Management Platform) requirements.

Team Engagement, Communications & Site Culture

Internal Communications & Community Management:

Administer and curate content for internal SharePoint portals and enterprise collaboration channels (e.g., Collaborate/Teams) on a weekly basis.

Manage quarterly and monthly milestone celebrations, including employee service anniversaries and team achievements.

Event Coordination & Cultural Initiatives:

Plan, organize, and execute monthly team engagement activities, team-building sessions, and social events.

Drive participation and logistical execution for site events such as Hackathons, Women in Tech forums, and Diversity & Inclusion initiatives.

Coordinate the annual nomination and tracking cycle for leadership and talent programs (e.g., VP Development program).

Distribution Lists & Access Governance

Maintain, reconcile, and audit departmental email distribution lists (DLs) for FTEs, Consultants, Graduates, Voice of the Employee (VOE), and Site-wide groups.

Partner with engineering/automation teams to identify opportunities to automate distribution list synchronization based on resource movement.

Required Qualifications & Competencies

Experience & Education

Experience: 4+ years of relevant experience in a Project Management, Department Administrator, or Business Management Support role, preferably within a large corporate or financial technology environment.

Education: Post-secondary diploma or Bachelor’s degree in Business Administration, Communications, Human Resources, or related field (or equivalent practical experience).

Technical Skills

MS Office Suite: Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, charts, data organization), PowerPoint (executive deck creation), Word, and Outlook.

Collaboration & Portal Tools: Hands-on experience managing and publishing content on Microsoft SharePoint, MS Teams, and enterprise social/collaboration platforms.

Reporting & Dashboards: Familiarity with business intelligence tools (e.g., Tableau, Power BI) and corporate workforce management systems (e.g., Workday, Fieldglass, ServiceNow, or internal ERP systems).

Professional & Interpersonal Attributes

Organizational Excellence: Exceptional multi-tasking skills with the ability to prioritize competing deadlines in a fast-paced technology environment.

Data Accuracy & Discretion: High attention to detail and rigorous commitment to handling confidential personnel and financial data with integrity.

Communication Skills: Strong verbal and written communication skills suitable for interfacing with senior executives, engineering leads, vendors, and external visitors.

Proactivity & Initiative: Self-starter capable of working autonomously, optimizing existing administrative workflows, and driving continuous improveme

Apply on LinkedIn About employer

More about this job

Responsibilities

Maintain workforce and recruitment data, coordinate employee onboarding and departures, and provide executive presentation, meeting, travel, and expense support. Manage site logistics, compliance tracking, internal communications, team events, and departmental distribution lists.

Requirements

Requires 4+ years of relevant project management, department administration, or business management support experience, plus a post-secondary diploma or bachelor's degree in a related field or equivalent practical experience. Candidates should have advanced Microsoft Office skills, experience with collaboration and reporting tools, strong organizational and communication abilities, and discretion when handling confidential data.

Skills

Workforce Analytics
Headcount Reporting
Recruitment Tracking
Onboarding and Offboarding
Executive Presentation Design
Meeting and Calendar Management
Travel and Expense Management
Office Administration
Compliance Tracking
Internal Communications
Event Coordination
Distribution List Management
Microsoft Excel
Microsoft PowerPoint
SharePoint
Tableau

Visa sponsorship

Not detected in the job text

Keywords

Microsoft Excel
Pivot Tables
VLOOKUP
XLOOKUP
Microsoft PowerPoint
Microsoft Word
Microsoft Outlook
SharePoint
Microsoft Teams
Tableau
Power BI
Workday
Fieldglass
ServiceNow
Workforce Management
Headcount Analytics
Recruitment Pipeline
Onboarding
Offboarding
Standard Operating Procedures
Executive Presentations
Meeting Minutes
Travel Coordination
Expense Reconciliation
Distribution Lists
Contractor Management
Employee Engagement
Diversity and Inclusion
Resource Lifecycle Management

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Work requirements

Jobs in Canada