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Added 20 mins ago
M
Marketing Manager, Member Marketing & Growth
Manulife
Halifax, NS · Toronto, ON · Waterloo, ON · Montreal, QC
- Full-time
…leverage AI-driven insights, content generation, and workflow automation to improve marketing outcomes and member…
Added 35 mins ago
SM
RQ11309 – Solutions Designer – Senior
S M Software Solutions Inc
Toronto, ON
- Internship
We are seeking a Senior Solutions Designer with extensive experience designing and implementing solutions using Oracle Siebel CRM or Adobe Experience Manager (AEM). The ideal candidate will…
Added 35 mins ago
SM
RQ11255 – Systems Testing/QA Specialist – Senior
S M Software Solutions Inc
Toronto, ON
- Full-time
We are seeking a Senior Systems Testing/QA Specialist with extensive experience in software quality assurance, commercial off-the-shelf (COTS) application testing, functional and…
Added 1 hour ago
A
Senior Software Development Engineer in Test (Kubernetes)
Akamai
Canada
- $102,500 to $184,500 CAD / year
As a Senior Software Development Engineer in Test, you will be responsible for:
Added 1 hour ago
A
Senior Manager, Quality Assurance Services
ATB
Calgary, AB · Edmonton, AB
- Full-time
As ATB’s next Senior Manager, QA Services, you will have a unique opportunity to lead, manage and coach the Salesforce QA Services team to deliver world class experiences to our team…
Added 1 hour ago
W
Senior Electrical Engineer
Worley
Vancouver, BC
- Full-time
Coordinating electrical engineering activities with multidisciplinary teams (process, instrumentation, mechanical, piping, automation) to ensure integrated project delivery.
Added 1 hour ago
EC
Développeur(euse) logiciel senior / Senior Software Developer
Eaton Corporation
Brossard, QC
- Full-time
Eaton’s utility digital solutions division has an opening for a Senior Software Developer to join our Embedded Devices Control System team, responsible for developing, maintaining, and…
Added 2 hours ago
TU
Programmer Analyst II
The University of British Columbia
Vancouver, BC
- $8,810.92 to $13,202.5 CAD / month
- Full-time
…complex or campus wide computer systems within the Enterprise Automation and Solution Delivery (EASD) portfolio. The incumbent will work collaboratively with the Senior Programmer…
Added 2 hours ago
CS
Senior Technical Architect, Application Development & Support
Canadian Standards Association
Toronto, ON
- Full-time
Acts as lead developer and technical design authority for applications in scope, setting coding standards, design patterns, branching strategy, and definition of done for internal and…
Added 2 hours ago
IW
Senior Analyst Finance
IG Wealth Management
MB · Manitoba, Canada
- Full-time
Reporting to the AVP, Strategic Investments & Accounting Research, the Senior Analyst, Financial Reporting plays an important role in the preparation and analysis of the consolidated…
Added 2 hours ago
B
Senior / Lead Product Manager - New Verticals
Baselane
Toronto, ON
- Full-time
Work smarter with AI and automation. Proactively use AI and automation to accelerate research, analysis, prototyping, and product development. Identify repetitive workflows that can be…
Added 2 hours ago
A
Automation Controls Associate Manager
Accenture
Calgary, AB · Vancouver, BC · Mississauga, ON · Ottawa, ON · Toronto, ON
- Full-time
· Develop proposals for business development opportunities and present to senior leadership at potential clients. Ability to turn broad program objectives into actionable design initiatives.
Added 2 hours ago
Systems Administrator 3
British Columbia Lottery Corporation
BC · Hybrid - Kamloops or Vancouver, BC
The Systems Administrator 3 acts as a senior technical resource in application/service architecture, application design and delivery, translating business and technical requirements into…
Added 2 hours ago
M
Marketing Lead, Brand & Revenue
MPOYNT
Toronto, ON
- $110,000 to $125,000 CAD / year
- Full-time
…company that already has momentum. You’ll work directly with senior leadership on positioning, go-to-market strategy, and key business…
Added 2 hours ago
RB
Senior Manager, Operational Risk / IT Risk and Compliance
Royal Bank of Canada
Toronto, ON
- Full-time
Senior Manager Operational Risk / IT Risk and Compliance is responsible for supporting the management of Operational Risk and Technology / Cyber Risk supporting the broader Payments…
Added 2 hours ago
Sr. Manager, Legal Operations
Tenstorrent
Toronto, ON
…global partnerships, financings and IP. We are looking for a Senior Manager, Legal Operations to build the engine behind it. You will own the tools, workflows and data that let a lean legal…
Added 3 hours ago
P
Senior Analyst, Marketing Science
PHD
Toronto, ON
- Full-time
As a Senior Analyst, Marketing Science, you have a background in data analysis, statistics, econometrics, performance marketing, digital analytics, media planning/strategy, or something…
Added 3 hours ago
TU
Programmer Analyst II
The University of British Columbia
Vancouver, BC
- $8,810.92 to $13,202.5 CAD / month
- Full-time
…complex or campus wide computer systems within the Enterprise Automation and Solution Delivery (EASD) portfolio. The incumbent will work collaboratively with the Senior Programmer…
Added 3 hours ago
A
Senior Director, Product & Platform Trust
Autodesk
Toronto, ON · Greater Toronto Area, Canada
- Full-time
Experience improving security remediation at scale by addressing developer workflow, tooling, automation, or other systemic barriers
Added 3 hours ago
HT
Director, Finance (CSM)
Husky Technologies
Bolton, ON
- Full-time
Serve as the senior finance partner to service leadership, operations, commercial teams, and Customer Success leaders, providing insight and challenge on strategic priorities, business…
Added 3 hours ago
N(
Director, Employee and Labour Relations
NAIT (Northern Alberta Institute of Technology)
AB · Edmonton, AB
- Full-time
The Director serves as a trusted advisor to executive and senior leaders, helping navigate complex workplace matters and translating institutional priorities into practical action that…
Added 3 hours ago
C
Markets Treasury – Lead Business Analyst, Vice President
Citi
Mississauga, ON
- Full-time
…support teams to validate new developments, streamline test automation, and protect the stability and resiliency of trade booking…
Added 3 hours ago
J
Analyst, Operational Performance / Hybrid
JLL
Toronto, ON · CAN-CORP Toronto-Toronto, Canada
- Full-time
…commercial real estate portfolio. You will work closely with the Senior Analyst in the preparation of reports and analysis on these subject areas. You will ensure the integrity and accuracy…
Added 3 hours ago
H
Sales Engineering Intern
Hexagon
Calgary, AB
- Other
Test and validate embedded configurations in lab and field environments under the guidance of senior BD Technical Specialists
Added 3 hours ago
EG
Senior BIM Modeler – Civil 3D (Utilities, Roads & Surfaces)
Egis Group
Toronto, ON
- $85,000 to $115,000 CAD / year
- Full-time
Senior BIM Modeler – Civil 3D (Utilities, Roads & Surfaces) is a senior-level civil infrastructure modeling position based in Toronto, Ontario, Canada. The role is responsible for…

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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