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Added 7 mins ago
LC
Pharmacy Assistant - CPS
Loblaw Companies Limited
Mississauga, ON
- Full-time
A Pharmacy Assistant (PA) plays a critical role in CPS operations by supporting efficient prescription processing, maintaining workflow continuity, and enabling Registered Pharmacy…
Added 7 mins ago
FH
Medical Office Assistant/Receptionist, Urgent Primary Care Centre - Chilliwack
Fraser Health Authority
Chilliwack, BC
- $27.26 to $29.16 CAD / hour
- Other
Collects data from various sources, enters data into computerized systems and ensures data is kept up to date. Gathers, compiles, and retrieves information as required and prints related…
Added 7 mins ago
A
Sales Administrative Assistant/Receptionist- Rose City Ford
AutoCanada
Windsor, ON
- $41,000 to $45,000 CAD / year
- Other
Position : Sales Administrative Assistant/ Receptionist
Added 7 mins ago
N(
Student Research Assistant, Environmental Monitoring (Casual)
NAIT (Northern Alberta Institute of Technology)
AB · Edmonton, AB
- Full-time
Use analytical instrumentation to acquire data and compile data within Excel for presentation to team members and industry partners.
Added 7 mins ago
N(
Student Research Assistant, Materials Circularity (Casual)
NAIT (Northern Alberta Institute of Technology)
AB · Edmonton, AB
- Full-time
Use analytical instrumentation to acquire data and compile data within Excel for presentation to team members and industry partners.
Added 7 mins ago
LC
Pharmacy Assistant - CPS
Loblaw Companies Limited
Calgary, AB
- Full-time
Accurately enter and maintain appropriate data within the applicable systems
Added 7 mins ago
MU
Assistant Professor, Business Analytics - Department of Decision Sciences, Triffo School of Business
MacEwan University
AB · Edmonton, AB
- Full-time
Salary: Commensurate with qualifications and experience. New hires will normally be placed within the first 8 steps of the Assistant Professor salary table.
Added 23 mins ago
SD
Assistant.e technique en pharmacie, rémunéré(e) à l’heure – PHX temps plein Quarts de travail flexibles
Shoppers Drug Mart
Saint-Georges, QC
- Full-time
Diplôme d’un cours reconnu d’assistant technique en pharmacie, de préférence.
Added 23 mins ago
SD
Pharmacy Assistant, Hourly Part Time Day
Shoppers Drug Mart
Bowmanville, ON
- Part-time
Data entry for new prescriptions, and managing refill request processing
Added 23 mins ago
SD
Assistant.e technique en pharmacie, rémunéré(e) à l’heure – PHX temps partiel Quarts de travail flexibles
Shoppers Drug Mart
Saint-Georges, QC
- Part-time
Diplôme d’un cours reconnu d’assistant technique en pharmacie, de préférence.
Added 37 mins ago
TM
Asst Contr & Sr Mgr Acct&Repo
Toronto Metropolitan University
Toronto, ON
- Full-time
The Assistant Controller and Associate Director, Accounting & Reporting provides financial management expertise and strategic advice to the University community by leveraging in depth…
Added 37 mins ago
TU
Research Assistant /Technician 3
The University of British Columbia
Vancouver, BC
- $5,047 to $5,503 CAD / month
- Full-time
CUPE 116 Salaried - Research Assistant /Technician 3
Added 37 mins ago
OV
Assistant Chief Engineer | Part-Time | TD Coliseum
Oak View Group
Hamilton, ON
- $45 to $50 CAD / hour
- Part-time
The Assistant Chief Engineer is responsible for the preparation and maintenance of the ice surface and operation of the refrigeration system. The role will also assist the Chief Engineer…
Added 37 mins ago
U
International Admin Assistant
UPS
Calgary, AB
- $19.17 CAD / hour
- Internship
…process and training for global air management employees. Tracks data that supports performance metrics and process improvement. Ensures compliance with all industry and government…
Added 37 mins ago
U
International Admin Assistant II
UPS
Calgary, AB
- $20.67 CAD / hour
- Internship
…process and training for global air management employees. Tracks data that supports performance metrics and process improvement. Ensures compliance with all industry and government…
Added 38 mins ago
H(
Administrative Assistant, Real Estate
HOOPP (Healthcare of Ontario Pension Plan)
Toronto, ON · CA ON Toronto
- $58,000 to $91,000 CAD / year
- Full-time
The Administrative Assistant, Real Estate is a key member of the Real Estate team and is primarily responsible for providing administrative support to enable the efficient and seamless…
Added 38 mins ago
UO
Director, Strategic Planning & Operations
University of British Columbia
Vancouver, BC · UBCV | Gordon B. Shrum Building (SHRM)
- $8,810.92 to $13,202.5 CAD / month
- Full-time
Added 38 mins ago
M
Functional Analyst, EDI Integration
McKesson
Mississauga, ON
- Full-time
…This role is ideal for someone passionate about healthcare data exchange, process optimization, and delivering exceptional customer experiences through reliable integration…
Added 38 mins ago
M
Spécialiste Santé-Sécurité régionale, Est du Canada
McKesson
Montreal, QC
- Full-time
Added 38 mins ago
B
Portfolio Assistant
BMO
Victoria, BC
- Full-time
Analyzes data and information to provide insights and recommendations.
Added 52 mins ago
UH
Clinical Study and Regulatory Assistant
University Health Network
Toronto, ON
- Full-time
…treatment decisions and generate high-quality clinical and genomic data across a broad patient population. The CGP team is seeking Clinical Study and Regulatory Assistants whose primary…
Added 52 mins ago
SD
Pharmacy Assistant - CPS
Shoppers Drug Mart
Mississauga, ON
- Full-time
A Pharmacy Assistant (PA) plays a critical role in CPS operations by supporting efficient prescription processing, maintaining workflow continuity, and enabling Registered Pharmacy…
Added 1 hour ago
TU
Director, Strategic Planning & Operations
The University of British Columbia
Vancouver, BC
- $8,810.92 to $13,202.5 CAD / month
- Full-time
Added 1 hour ago
TU
Research Assistant
The University of British Columbia
Vancouver, BC
- $4,845.17 to $5,713.66 CAD / month
- Full-time
This research assistant position will provide research-oriented support to the BC Injury Research and Prevention Unit, the Data Manager and Biostatistician.
Added 1 hour ago
TU
In Vivo Research Assistant/Technician 2
The University of British Columbia
Vancouver, BC
- $4,597.8 to $5,469.59 CAD / month
- Full-time
Non Union Salaried - Research Assistant /Technician 2

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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