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Added 8 hours ago
KI
Digital Content Marketing Intern
Kat International Wellness
Toronto, ON · Greater Toronto Area, Canada
- Internship
We’re looking for a creative, organized, and resourceful Content Marketing Intern who understands how meaningful content can educate, build trust, and inspire action.
Added 12 hours ago
RM
Editorial Intern – RedPoint Media
RedPoint Media
AB · Calgary, Alberta
- Internship
RedPoint Media Group Inc. is an award-winning publishing house and content-driven marketing studio in Calgary. You’ll be joining the team that creates our in-house brands Avenue and The…
Added 1 day ago
SM
Marketing Intern – CRM Research
SERV-ALL Mechanical Services LTD.
AB · Edmonton, AB
- Internship
Assist with creating content for company social media channels.
Added 1 day ago
Intern Marketing
IATA
Montreal, QC
We encourage community involvement through volunteering and strive to make tomorrow better for aviation and our communities. We offer time off so you can support causes important to you.
Added 2 days ago
MC
Communications Coordinator (12-month contract)/Coordonnateur ou coordonnatrice des communications (contrat 12 mois)
Make-A-Wish Canada
Halifax, NS
- Full-time
Meaningful opportunities to make an impact and change the lives of children with critical illnesses within your community and across Canada
Added 2 days ago
OS
Project Administrative Assistant
Open Systems Technologies
Mississauga, ON
- Contract
…attributes: employment category (FTE, Consultant, Graduate, Intern), gender diversity, skill sets, years of experience, PTS IDs, anniversary dates, seat/locker allocations, and special…
Added 2 days ago
Winter 2026 Content Creation & Video Intern
Mission Control Space Services
Ottawa, ON
We're looking for a Content Creation & Video Intern to help tell the Mission Control story on screen. Working with our communications lead and technical teams, you'll plan, shoot and edit…
Added 2 days ago
SG
Junior PM
Software Guidance & Assistance, Inc. (SGA, Inc.)
Mississauga, ON
- Full-time
…attributes: employment category (FTE, Consultant, Graduate, Intern), gender diversity, skill sets, years of experience, PTS IDs, anniversary dates, seat/locker allocations, and special…
Added 2 days ago
MS
Localization and QA Automation Developer Co-Op
Motorola Solutions
Vancouver, BC
- Full-time
The Product Content Globalization (PCG) team provides strategic, scalable, high quality, and cost-effective localization deliverables to deliver best-in-class global user experiences and…
Added 2 days ago
M
Growth Intern
MAVIS
Toronto, ON
- Internship
…grocery list and learns your fridge. We're hiring a Growth Intern to run content, user growth and grocery partnerships on the ground in…
Added 3 days ago
BI
Documentation Specialist Intern – Internship Winter 2027
Behaviour Interactive
Montreal, QC
- Internship
Be part of a thriving intern community and enjoy exclusive events throughout your internship , including networking opportunities , social activities , fun team- building experiences and…
Added 3 days ago
GI
Intern, Environmental Planner
Global Infrastructure
Vancouver, BC
- Full-time
Introba is looking for a Sustainability Intern to join our Sustainability Team for the Summer of 2027. As an intern, you’ll gain the opportunity to engage in exciting projects, including…
Added 3 days ago
I
Intern, Environmental Planner
Introba
Vancouver, BC
- Full-time
Introba is looking for a Sustainability Intern to join our Sustainability Team for the Summer of 2027. As an intern, you’ll gain the opportunity to engage in exciting projects, including…
Added 3 days ago
M
Social Media Marketing Intern
Maket
Montreal, QC
- Part-time
…place people discover what Maket can do. As our Social Media Intern, you'll own a real share of that story, and your work will be seen by thousands of people from week…
Added 3 days ago
EP
Intern - Canada and North East Development - Summer 2027 [Hybrid]
EDF power solutions
Toronto, ON
- Other
Community Engagement: providing research and drafting responses for questions and concerns that come from the community, for both solar, wind and energy storage projects.
Added 3 days ago
BI
Documentation Specialist Intern - Internship Winter 2027 | Stagiaire Spécialiste en documentation - Stage Hiver 2027
Behaviour Interactive
Montreal, QC
- Internship
· Be part of a thriving intern community and enjoy exclusive events throughout your internship, including networking opportunities, social activities, fun team-building experiences and…
Added 3 days ago
BI
Influencer Manager Coordinator - Dead by Daylight - Internship Winter 2027
Behaviour Interactive
Toronto, ON
- Internship
Join our Toronto team as an Influencer Management Coordinator Intern and help shape how Dead by Daylight, one of the most iconic multiplayer horror games out there, connects with its…
Added 6 days ago
TU
Technical Analyst for Sustainable Bio-based Materials
The University of British Columbia
Vancouver, BC
- $4,597.8 to $5,469.59 CAD / month
- Full-time
Working closely with researchers and operations staff, the intern will translate technical information into accessible content, showcase emerging sustainable technologies, and support…
Added 6 days ago
UO
Technical Analyst for Sustainable Bio-based Materials
University of British Columbia
Vancouver, BC · UBCV | Pulp and Paper Centre (PAPC)
- $4,597.8 to $5,469.59 CAD / month
- Full-time
Working closely with researchers and operations staff, the intern will translate technical information into accessible content, showcase emerging sustainable technologies, and support…
Added 6 days ago
EP
Intern - Canada and North East Development [Hybrid]
EDF power solutions
Toronto, ON
- Other
Community Engagement: providing research and drafting responses for questions and concerns that come from the community, for both solar, wind and energy storage projects.
Added 6 days ago
HP
Intern, Marketing (Trade) (Toronto Hybrid) (12 month contract)
HarperCollins Publishers
Toronto, ON
- Other
…Indigenous, and people of colour, and members of the LGBTQIA2S+ community, and persons with…
Added 6 days ago
ET
Social Media Marketing Intern
Enabled Talent
Brampton, ON
- Contract
You’ll contribute to real campaigns, develop practical marketing skills and build a portfolio across content creation, community engagement and accessible communication.
Added 6 days ago
Intern, Radio & Artist Engagement
Sony Music Global Job Board
Toronto, ON
…international roster through radio/video airplay, and for on-air/online content development. We are looking for an exceptional intern to join the team on a short-term basis. As a Radio &…
Added 6 days ago
Intern, Media Engagement
Sony Music Global Job Board
Toronto, ON
…achievements across diverse platforms. We are seeking an enthusiastic intern to join our team on a short-term basis. As a Media Engagement intern, you will have the opportunity to observe…
Added 6 days ago
Intern, A&R
Sony Music Global Job Board
Toronto, ON
The A&R department is responsible for seeking talented artists for our roster. We are looking for an exceptional intern to join the team on a short-term basis. As an A&R intern, you will…

Open Systems Technologies

Project Administrative Assistant

Mississauga, ON, Canada

Contract

Apply 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 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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