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Added 1 min ago
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Learning & Development Manager
Takeda
Toronto, ON · CAN - Toronto Head Office
- Full-time
Design and implement learning and business impact measurements; collect, analyze, and interpret data for making informed decisions and continuously improving programs.
Added 16 mins ago
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Senior Product Manager, Interoperability
Autodesk
Toronto, ON
- Full-time
…make industries. As the critical nexus between customer needs, business strategy, software development, and go-to-market execution, you’ll find that each day brings a new challenge. Whether…
Added 16 mins ago
A
Senior Product Manager, Interoperability
Autodesk
Toronto, ON
- Full-time
…make industries. As the critical nexus between customer needs, business strategy, software development, and go-to-market execution, you’ll find that each day brings a new challenge. Whether…
Added 16 mins ago
NF
Regional Sales Director- GTA (Mississauga)
Neo Financial
Mississauga, ON
- Full-time
Monitor regional sales performance, analyze data, and implement strategies to improve sales effectiveness and optimize Customer Acquisition Cost (CAC) across all districts.
Added 16 mins ago
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Director, Finance (CSM)
Husky Technologies
Bolton, ON
- Full-time
Present clear financial results and business insights to senior leadership
Added 16 mins ago
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Talent & Development Manager
Specsavers
Burnaby, BC
- Full-time
…participation and program effectiveness, and developing reporting and insights that measure learning outcomes and business…
Added 17 mins ago
Digital Risk Senior Manager
EY
Vancouver, BC
Experience in one of the following for broader Digital Risk such as cybersecurity, business impact assessments, DevOps, data analytics, data mapping and storyboarding.
Added 17 mins ago
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Graphic Designer
JLL
Edmonton, AB · Vancouver, BC
- Full-time
…brochures, booklets, email designs, websites, proposals, new business presentations, interactive presentations, invitations, signages and…
Added 17 mins ago
J
Analyst, Operational Performance / Hybrid
JLL
Toronto, ON · CAN-CORP Toronto-Toronto, Canada
- Full-time
As an Analyst in Operational Performance, you will serve as a data steward responsible for managing, analyzing, and reporting on key operational metrics across our commercial real estate…
Added 31 mins ago
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Customer Success Manager, Enterprise
GC AI
Canada
- Full-time
Ability to use customer data, product usage, and business outcomes to build renewal and expansion narratives.
Added 31 mins ago
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Regional Junior Category Manager
Alimentation Couche-Tard
Laval, QC
- Internship
Proven ability to generate, analyze, and draw conclusions on large amounts of data to support efficient management of the category and drive critical business decisions.
Added 32 mins ago
NF
Regional Sales Director- GTA (Scarborough)
Neo Financial
Toronto, ON · Scarborough, Ontario
- Full-time
Monitor regional sales performance, analyze data, and implement strategies to improve sales effectiveness and optimize Customer Acquisition Cost (CAC) across all districts.
Added 32 mins ago
FG
Product Manager I, Commercial
FIS Global
Markham, ON
- Full-time
- Other
Identify product enhancements and growth opportunities using client needs, market trends, competitive insights and product performance data.
Added 45 mins ago
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Analyste d'affaires
CGI
Montreal, QC
- Full-time
CGI Montréal is looking for a Business Analyst to contribute to multiple digital transformation projects. In this role, you will work closely with stakeholders and technology teams to…
Added 45 mins ago
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Senior Application Support Specialist / Database Administrator
CGI
Halifax, NS
- Full-time
Support data extraction, analysis, and reporting requests from business users.
Added 46 mins ago
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Director, Compensation and Benefits
AgeCare
Calgary, AB
- Full-time
…other key stakeholders, the Director will translate market insights, workforce data, and financial analysis into actionable recommendations that support collective bargaining and broader…
Added 46 mins ago
Directeur·trice, Gestion de produits, Expérience musicale & matériel / Director of Product Management, Music Experience & Hardware
TouchTunes
Montreal, QC
Added 1 hour ago
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People MI, Data & Insights Consultant
SoTalent
AB · Colinton, AB
- Full-time
Are you passionate about transforming workforce data into meaningful insights that influence business strategy and organizational success?
Added 1 hour ago
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Data Developer III
Walmart
Mississauga, ON
- Full-time
This role is responsible for supporting the design and delivery of analytics and data solutions that address defined business problems. The role may contribute to problem formulation,…
Added 1 hour ago
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Consultant - Strategy & Operations (Future Opportunity) - Digital Customer
Deloitte
Toronto, ON
- Full-time
…consulting or advisory environment, can structure ambiguous business problems, analyze complex data, evaluate scenarios and trade-offs, and translate findings into clear executive…
Added 1 hour ago
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Project Coordinator & Workforce Administrator - Financial Services
Rose International
Mississauga, ON
- Full-time
Post-secondary diploma or Bachelor’s degree in Business Administration, Communications, Human Resources, or a related field, or equivalent practical experience.
Added 1 hour ago
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Director, Enterprise Risk Management
goeasy Ltd.
Mississauga, ON
- Full-time
…resilience, and enable smarter, risk-informed decisions. Leveraging data, technology, AI, and automation, this role will modernize how risk is identified, monitored, and managed, helping…
Added 1 hour ago
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Talent Acquisition Specialist - Technical and Sales (B2B)
YuJa
Toronto, ON · North York, ON
- $50,000 to $55,000 CAD / year
- Full-time
Develop insights around the talent market, competitive hiring trends, and effective recruiting practices
Added 1 hour ago
PM
Paid Social Manager
Publicis Media
Toronto, ON
- Full-time
…in the conception and delivery of innovative, well-targeted, business-building social media marketing solutions to meet or exceed client objectives. This involves the creation and execution…
Added 1 hour ago
D
Analyst or Consultant, Government and Public Sector Solutions
Deloitte
Ottawa, ON
- Full-time
As an Analyst or Consultant, you'll work as part of a team to help solve our clients' toughest business challenges, supporting public sector leaders as they modernize programs and services…

Open Systems Technologies

Project Administrative Assistant

Mississauga, ON, Canada

Contract

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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

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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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