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Added 13 mins ago
CR
Railcar Repair Mechanic
Cando Rail & Terminals
AB · Sturgeon County, AB
- Full-time
Added 13 mins ago
F
Instrument & Electrical Technician
FluksAqua
Richmond, BC
- Full-time
Added 28 mins ago
BG
Construction Project Manager
Brandt Group of Companies
Zehner
- Full-time
Added 28 mins ago
SE
Journeyperson/Third Year Electrician
Southwest Electric & Security Inc
St. Stephen, NB
- Full-time
Added 28 mins ago
SP
Senior Sales Director - Aerospace and Defence
Solace Power
Mount Pearl, NL
- Full-time
…defence platforms. Working closely with executive leadership, Engineering and Marketing, the successful candidate will own day-to-day engagement with priority customers and primes and lead…
Added 28 mins ago
HT
BI Platform Operations Engineer
Hirematic Talent Solutions
Toronto, ON
- $80 to $90 CAD / hour
- Contract
…and a web-based user interface. This is primarily a platform engineering and production support role, rather than a dashboard/report development position. The successful candidate will be…
Added 28 mins ago
BC
Painter/Journeyperson
Brant Community Healthcare System
Brantford, ON
- Full-time
Reporting to the Manager, Engineering & Maintenance, the Painter/Journeyperson is responsible for performing regular maintenance and painting services across hospital facilities. This…
Added 28 mins ago
NC
Solutions Architect
NAV CANADA
Ottawa, ON
- Full-time
…system design, performance monitoring, system integration, and security design. The architectural domains may encompass one or more of the following: Application, Data, Security,…
Added 43 mins ago
C
Talent Sourcer, Tech
Cohere
Remote, Canada
- $95,000 to $195,000 USD / year
- Full-time
- Remote
Cohere is the leading security-first enterprise AI company. We build cutting-edge foundation AI models and end-to-end products that are designed to solve real-world business problems.
Added 58 mins ago
MI
Line Manager
Mondelēz International
Toronto, ON
- Full-time
Added 58 mins ago
T
Senior Azure Platform Engineer
TEEMA
Richmond, BC
- $130,000 to $145,000 CAD / year
- Full-time
…required improvements using infrastructure as code and modern engineering…
Added 1 hour ago
SC
Security and Compliance Analyst
samdesk Canada Inc.
Edmonton, AB
- Full-time
…surface relevant guidance and recommend next steps. This gives security, risk, and safety teams more time to assess exposure, brief stakeholders, coordinate a response, and act before their…
Added 1 hour ago
Q
Machine Learning Framework, Complier & Performance Engineer
Qualcomm
Canada
- Full-time
Engineering Group, Engineering Group > Machine Learning Engineering
Added 1 hour ago
CO
Mechanics Trades II (full-time) – Closes Friday, November 6, 2026
City of Powell River BC
Powell River, BC
- Full-time
Added 1 hour ago
LI
Product Manager
Lotus IT Solutions
Toronto, ON
- Contract
…The successful candidate will work cross-functionally with engineering, design, and stakeholder teams to deliver user-centric products that align with government strategic…
Added 1 hour ago
SM
RQ11255 – Systems Testing/QA Specialist – Senior
S M Software Solutions Inc
Toronto, ON
- Full-time
Knowledge and experience using Computer Aided Software Engineering (CASE) tools and data query tools to aid in the development of test cases.
Added 1 hour ago
AI
Mechanical Quality Inspector
Aversan Inc.
Montreal, QC
- $62,000 to $74,000 CAD / year
- Full-time
Aversan Inc. (www.aversan.com) is a trusted multi-service engineering and electronics manufacturing company. Aversan delivers leading-edge and reliable safety-critical electronics and…
Added 1 hour ago
SM
RQ11599 – Technology Architect – Senior
S M Software Solutions Inc
Toronto, ON
- Internship
…modernization, and enterprise system integration while ensuring security, reliability, scalability, and timely delivery of critical public-sector technology…
Added 1 hour ago
SM
RQ11575 – Data Architect/Modeller – Senior
S M Software Solutions Inc
Toronto, ON
- Internship
Experience in using Computer Aided Software Engineering (CASE) tools for the development and documentation of data architectures and detailed data models.
Added 1 hour ago
SM
RQ11485 – Data Architect/Modeller – Senior
S M Software Solutions Inc
Toronto, ON
- Internship
Experience with Computer-Aided Software Engineering (CASE) tools.
Added 1 hour ago
C
Principal Engineer - Android
COSMO
Remote, Canada
- $120,000 to $140,000 CAD / year
- Full-time
- Remote
…technical direction for our Android platform and raise the engineering bar across the organization. As the most senior individual contributor on the team, you will own the hardest…
Added 1 hour ago
A
Senior Software Development Engineer in Test (Kubernetes)
Akamai
Canada
- $102,500 to $184,500 CAD / year
…faster. This involves simplifying their performance, reliability, security, and operational…
Added 2 hours ago
A
Principal Solution Architect - Product (Fraud / Cybersecurity Focus)
ATB
Calgary, AB · Edmonton, AB
- Full-time
…integration best practices. Act as a bridge between data and security teams, software engineers, and product stakeholders to ensure technical feasibility and alignment with business…
Added 2 hours ago
A
Senior Manager, Quality Assurance Services
ATB
Calgary, AB · Edmonton, AB
- Full-time
…incorporating insights from Architecture, Cloud Infrastructure, Security, Data Governance, Development teams, QA Leads, and subject matter experts to align with ATB’s strategic vision, to…
Added 2 hours ago
W
Manager II, HSE
Worley
Edmonton, AB
- Full-time
…across the life of their assets. We specialize in consulting, engineering, procurement and construction across the project lifecycle, with services extending through to operations and…

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

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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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