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Added 26 mins ago
CI
Primary Care Physician / Médecin de Soins Primaires
Calian in Space & Technology
Ottawa, ON
- Full-time
Maintenance of occupational health records through Electronic Health Record and other health records forms
Added 27 mins ago
GC
Part-time Dual Surveillance Supervisor -Flamboro Casino
Great Canadian Entertainment
Hamilton, ON · Dundas, ON
- Part-time
Monitors and reports on the conditions of Surveillance facilities and equipment; performs preventative maintenance on equipment as required
Added 42 mins ago
I
Human Resources Coordinator
Innofoods
Langley (District), BC · Langley, BC
- Full-time
Support the development and maintenance of HR manuals, policies, and procedures.
Added 42 mins ago
WC
Journeyman Commercial Transport Mechanic
Waste Connections of Canada
Abbotsford, BC
- Full-time
Completing required paperwork utilizing fleet maintenance software programs.
Added 42 mins ago
SD
Pharmacy Assistant, Hourly Full Time Day Greenlight Requisition
Shoppers Drug Mart
Comox, BC
- Full-time
…in the delivery of pharmacy services and participate in the maintenance and operations of the Pharmacy as described by the Pharmacy Standards of Practice, and to provide superior, timely,…
Added 42 mins ago
SD
Pharmacy Assistant, Hourly Full Time Flexible Shifts Greenlight Requisition
Shoppers Drug Mart
Chatham-Kent, ON
- Full-time
…in the delivery of pharmacy services and participate in the maintenance and operations of the Pharmacy as described by the Pharmacy Standards of Practice, and to provide superior, timely,…
Added 56 mins ago
P&
Facility Assistant
Parrish & Heimbecker, Limited
Congress, SK
- Full-time
…available for candidates at all levels of experience - Facility Assistant I, II or…
Added 56 mins ago
P&
Facility Assistant I
Parrish & Heimbecker, Limited
Weyburn, SK
- Full-time
As a Facility Assistant, the successful candidate will be responsible for carrying out the required duties involved in the operations of the facility.
Added 57 mins ago
Library & Archive Assistant
Ashbury College
Ottawa, ON
Located in central Ottawa, Ashbury College is seeking a full-time, permanent Library and Archive Assistant to support Ashbury College’s educational mission by delivering integrated library…
Added 57 mins ago
Housekeeping Supervisor
Northland Properties
Halifax, NS
Organize and maintain effective programs for room’s grading/maintenance and
Added 57 mins ago
DT
Assistant Manager I
Dollar Tree Stores
Edmonton, AB
- Part-time
We’re seeking an Assistant Store Manager to join our team to help with store operations, customer service and team development. Duties include, but are not limited to, the following:
Added 57 mins ago
VC
Construction Site Clerk
VanMar Constructors ON Inc.
Mississauga, ON
- Full-time
…Clerk to join our team. Reporting to the Superintendent and Assistant Superintendent, this position plays an important role in supporting daily site operations, coordinating administrative…
Added 57 mins ago
P&
Facility Assistant III
Parrish & Heimbecker, Limited
MB · Rathwell, MB
- Full-time
We are seeking a Facility Assistant III to join our Grain team. This role is responsible for assisting in the overall operation of the facility and achievement of production targets, while…
Added 57 mins ago
P&
Facility Assistant I
Parrish & Heimbecker, Limited
Bow Island, AB
- Full-time
As a Facility Assistant I, the successful candidate will be responsible for carrying out the required duties involved in the movement and sampling of grain, and the overall execution of…
Added 57 mins ago
OS
Project Administrative Assistant
Open Systems Technologies
Mississauga, ON
- Contract
Oversee physical locker allocation, auditing, and maintenance.
Added 57 mins ago
P&
Facility Assistant
Parrish & Heimbecker, Limited
MB · Rathwell, MB
- Full-time
…motivated, forward-thinking, and dedicated individual as a Facility Assistant in Rathwell,…
Added 1 hour ago
PV
Seasonal Keyholder
Pet Valu
Canada
- Part-time
Sweeping, dusting and other general store maintenance functions
Added 1 hour ago
UO
Academic and Student Programs Coordinator
University of British Columbia
Kelowna, BC · UBCO | Engineering, Management and Education Building (EME)
- $5,519 to $6,326 CAD / month
- Full-time
…coordinating and administering the School of Engineering's Teaching Assistant Program, Academic Integrity Program, academic standing review processes, student appeals, and undergraduate…
Added 1 hour ago
P&
Facility Assistant I
Parrish & Heimbecker, Limited
Sedgewick, AB
- Full-time
As a Facility Assistant, the successful candidate will be responsible for carrying out the required duties involved in the operations of the facility.
Added 1 hour ago
P&
Facility Assistant I
Parrish & Heimbecker, Limited
Wilkie, SK
- Full-time
As a Facility Assistant I, the successful candidate will be responsible for carrying out the required duties involved in the movement and sampling of grain, and the overall execution of…
Added 1 hour ago
P&
Facility Assistant I
Parrish & Heimbecker, Limited
Maymont, SK
- Full-time
As a Facility Assistant, the successful candidate will be responsible for carrying out the required duties involved in the movement and sampling of grain, and the overall execution of…
Added 1 hour ago
LS
Assistant Mechanic
Lucky Strike Entertainment
Brampton, ON
- Part-time
Our Assistant Mechanics are essential to maintaining the top performance of our lanes, pinspotters/pinsetters, and building equipment. They skillfully conduct preventative maintenance and…
Added 1 hour ago
GH
Guest Experience Ambassador
Glenhill Hotel
Toronto, ON
- Full-time
…suite readiness checks, and coordination with Housekeeping and Maintenance. Working closely with the Assistant General Manager, and in partnership with Residential Concierge and Catering &…
Added 1 hour ago
R
Executive Administrative Assistant
Rates.ca
Toronto, ON
- $60,000 to $70,000 CAD / year
- Full-time
We are looking for a highly organized Executive Assistant / Office Manager to support the President/CEO and the CFO, and to own the day-to-day running of our 85-person office. You must be…
Added 1 hour ago
OH
Hospitality and Facilities Coordinator
Osler, Hoskin & Harcourt LLP
AB · Calgary, AB
- Full-time
Reporting to the Senior Manager, Office Operations, the Facilities & Hospitality Assistant will execute a variety of administrative tasks in support of the Office Services and Hospitality…

Open Systems Technologies

Project Administrative Assistant

Mississauga, ON, Canada

Contract

Apply About employer

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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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