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Added 12 mins ago
D
Senior Advisor, Business strategies
Desjardins
Levis, QC · Montreal, QC · Complexe Desjardins Montréal
- Full-time
As a senior business strategy advisor, you help develop plans and business intelligence; monitor business plans and performance; set targets; identify opportunities to improve service…
Added 12 mins ago
CH
Senior Manager PA and DPM - 12 Months Contract- Express Scripts Canada
Cigna Healthcare
Mississauga, ON
- Full-time
Job Title: Senior Manager PA and DPM contract
Added 12 mins ago
C
Senior Financial Analyst
Campbell's
Mississauga, ON · CAN - ON - Mississauga
- Full-time
…analysis, forecasting, annual and strategic plans, innovation business cases, trade governance and month-end reporting, explains performance drivers, identifies risks and opportunities, and…
Added 12 mins ago
Scrum Master
Aviva
Markham, ON
Aviva is looking for a Scrum Master who is highly motivated and brings strong Agile delivery, business, and technical acumen. In this role, you will create the conditions for teams to…
Added 26 mins ago
S
Senior Account Manager
SoTalent
Toronto, ON
- Full-time
Proficiency in Microsoft Office applications, business intelligence tools, and sales reporting platforms.
Added 27 mins ago
KC
Senior Manager - IT ICFR
KPMG Canada
Ottawa, ON
- Full-time
…challenges. Here, you can build momentum that reaches beyond our business, develop skills for the future, and take ownership of your career with support at every stage. Join a firm where…
Added 27 mins ago
E
Senior Portfolio & Program Manager, Operational Technology & Engineering
Equinix
Toronto, ON
- Full-time
The Senior Portfolio & Program Manager, Operational Technology & Engineering is responsible for the integrated portfolio of Operational Technology & Engineering (OT&E) initiatives across…
Added 27 mins ago
Senior Policy Advisor
Government of Alberta
AB
…stakeholders and other jurisdictions for the purpose of gaining intelligence and transferring that knowledge into collaborative policy development and decisions to ensure optimal…
Added 42 mins ago
HG
Senior Cost Accountant | Comptable principal(e), prix de revient
Hagen Group
Baie-D'Urfé, QC
- Full-time
Advanced Excel skills; Power BI or other business-intelligence tools are an asset.
Added 42 mins ago
S
Engagement Manager
Straive
Calgary, AB
- Full-time
This is a business-facing role with significant exposure to senior client stakeholders.
Added 42 mins ago
AG
Senior Analyst, Marketing Science
Adelphi Group
Toronto, ON
- Full-time
…to connect the media we plan and execute with our client’s business outcomes. Establishing that relationship requires data-focused capabilities across 3…
Added 57 mins ago
BG
Dealer Development Sales Coordinator
Brandt Group of Companies
Regina, SK
- Full-time
…resources that improve dealer and Territory Manager performance and business planning (45%). The third will be backup support for the order desk with a speciality focus on truck & trailer…
Added 57 mins ago
C
Change Management Manager
Cella
Toronto, ON · Greater Toronto Area, Canada
- $40 to $46 CAD / hour
- Contract
…organizational readiness, stakeholder adoption, culture change, and business transformation across a global enterprise. The ideal candidate is a consultative leader with deep expertise in…
Added 57 mins ago
Innovation Analyst, Information Technology
Laura Canada
Laval, QC
Support the company’s Business Intelligence (BI) initiatives, assisting different departments in improving the way they make decisions with data.
Added 57 mins ago
CF
Manager, Events & Rentals
Canadian Film Centre
Toronto, ON
- Full-time
Lead and implement the CFC facility rental strategy in collaboration with senior stakeholders
Added 57 mins ago
S
Senior Account Manager
SoTalent
Richmond Hill, ON
- Full-time
Proficiency in Microsoft Office applications, business intelligence tools, CRM platforms, and sales reporting systems.
Added 57 mins ago
CM
Associate, Advisory (Toronto)
ClearBlue Markets
Toronto, ON
- Full-time
Direct exposure to senior client stakeholders and to the commercial side of ClearBlue’s business - supporting contract renewals, scoping, and account expansion
Added 57 mins ago
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Senior Delivery Consultant
Diligent
Vancouver, BC
- Full-time
Support senior leadership with business development initiatives when needed.
Added 57 mins ago
OS
Project Administrative Assistant
Open Systems Technologies
Mississauga, ON
- Contract
Reporting & Dashboards: Familiarity with business intelligence tools (e.g., Tableau, Power BI) and corporate workforce management systems (e.g., Workday, Fieldglass, ServiceNow, or internal…
Added 1 hour ago
P
Data & AI Transformation Director
PwC
Toronto, ON
- Full-time
…data flow and optimise technology infrastructure for enhanced business…
Added 1 hour ago
K
Assistant Store Manager - McArthurGlen
Knix
Richmond, BC
- Full-time
Proven experience as a senior retail leader in an upscale, premium, or fashion-forward brand, with a strong balance of people leadership and business acumen to drive results.
Added 1 hour ago
T
Vendor Manager II
TD
Toronto, ON
- Full-time
…job-related knowledge, geographic location, and other specific business and organizational…
Added 1 hour ago
T
Senior Finance Analyst
TD
Toronto, ON
- Full-time
The Senior Financial Analyst must be a driver with strong leadership / communication skills and have experience in leading and delivering value added business analysis, advice, and…
Added 1 hour ago
M
Senior Analyst, Private Corporate Credit
Morningstar
Toronto, ON
- Full-time
Morningstar DBRS is seeking a Senior Analyst to join its Private Corporate Credit team. This role combines financial data analytics, leveraged finance research, and credit analysis, with an…
Added 1 hour ago
SL
Senior Consultant, AI Strategy & Program Execution
Sun Life
Toronto, ON · Waterloo, ON · Sun Life Waterloo King
- Full-time
Working within a highly collaborative and matrixed environment, the Senior Consultant will coordinate activities across business, technology, architecture, security, governance, and…

Open Systems Technologies

Project Administrative Assistant

Mississauga, ON, Canada

Contract

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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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