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Added 9 hours ago
Director Infrastructure & Cybersecurity
FortisAlberta
Calgary, AB
Added 11 hours ago
C
Sommelier (8th Street Liquor M35) Saskatoon, SK - Saskatoon Co-op
Co-op
Saskatoon, SK
- Full-time
…advice and recommendations for product storage, display and handling requirements. Manages Private Locker program including product selection, procurement, invoicing and regular…
Added 12 hours ago
AP
Shift Engineer
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- Full-time
Assist the Plant Administrator, Plant Maintenance Technician and the other Shift Engineers in the performance of their duties as required;
Added 1 day ago
Director Infrastructure & Cybersecurity
FortisAlberta
Calgary, AB
Added 2 days ago
RI
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Rose International
Mississauga, ON
- Full-time
Strong attention to detail and commitment to the accurate, confidential, and ethical handling of personnel and financial data.
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Branch Administrator
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AB
…dedicated and proactive professional to fill the role of Branch Administrator. Working in a fast-paced environment, you will exercise a high degree of judgment and diplomacy while handling…
Added 2 days ago
OS
Project Administrative Assistant
Open Systems Technologies
Mississauga, ON
- Contract
…experience, PTS IDs, anniversary dates, seat/locker allocations, and special…
Added 2 days ago
RR
New Home Sales Administrator | Preconstruction – Mississauga, ON
RARE Real Estate Inc
Mississauga, ON
- Full-time
RARE Real Estate is seeking a highly organized, detail-oriented, and personable New Home Sales Administrator to join our team for an exciting new preconstruction community coming to…
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SG
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Mississauga, ON
- Full-time
…experience, PTS IDs, anniversary dates, seat/locker allocations, and special…
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S
Office Receptionist
ShyftLabs
Toronto, ON
- $20 CAD / hour
- Full-time
Ad-hoc Projects: Assist with special projects, event coordination, and other administrative duties as required to support the team.
Added 2 days ago
BM
Part-Time Office Administrator
BC Maritime Employers Association
Prince Rupert, BC
- Part-time
The BCMEA is seeking a part-time Office Administrator, based in Prince Rupert, BC, for a six-month contract. The position is 20 hours per week, working Monday to Friday from 9:00 a.m. to…
Added 2 days ago
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Office Administrator
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Added 3 days ago
TU
Arts Research Centres Assistant
The University of British Columbia
Vancouver, BC
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The Faculty of Arts Research Centres Assistant provides high-level administrative support to the Arts Research Centres Administrator and Director, Research Development. The Arts Research…
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Arts Research Centres Assistant
University of British Columbia
Vancouver, BC · UBCV | Buchanan Building (BUCH)
- $4,719 to $4,960 CAD / month
- Full-time
The Faculty of Arts Research Centres Assistant provides high-level administrative support to the Arts Research Centres Administrator and Director, Research Development. The Arts Research…
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Museum Archives Assistant
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The work is of varied nature including proper care and handling of museum collections, cataloguing and inventory control, researching, assisting with exhibit design, accessioning, front…
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Paralegal
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Calgary, AB · CAN-Calgary Office Quarry Park
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The People & Culture Administrator provides essential administrative, systems, and data support across the employee lifecycle, with a particular focus on recruitment. Reporting to the Chief…
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Added 6 days ago
TU
Program Admin Support
The University of British Columbia
Vancouver, BC
- $4,874 to $5,121 CAD / month
- Full-time
…to the smooth functioning of the program by assisting with special projects, providing event coordination, and offering backup support to other administrative staff as…
Added 6 days ago
TU
Department Operations and Undergraduate Programs Assistant
The University of British Columbia
Kelowna, BC
- $4,981 to $5,713 CAD / month
- Full-time
The Dean of the Faculty is the primary administrator. The Dean s Office includes several Associate Deans and various staff members. The Irving K. Barber Faculty of Science (FoS) is divided…
Added 6 days ago
UO
Program Admin Support
University of British Columbia
Vancouver, BC · UBCV | David Strangway Building (STRG)
- $4,874 to $5,121 CAD / month
- Full-time
…to the smooth functioning of the program by assisting with special projects, providing event coordination, and offering backup support to other administrative staff as…
Added 6 days ago
UO
Department Operations and Undergraduate Programs Assistant
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Kelowna, BC · UBCO | Charles E. Fipke Centre for Innovative Research (FIP)
- $4,981 to $5,713 CAD / month
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Added 6 days ago
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Office Administrator
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Mississauga, ON
- Full-time
The Office Administrator plays a key role in ensuring the efficient day-to-day operation of the office by providing administrative, organizational, and clerical support. This position is…
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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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