Senior Administrative Assistant

Administrative Assistant for regulatory client, Mississauga office.

Job Type: Temporary.

Existing Vacancy:
Yes

Initial Term: ASAP to March 31 2026, with possible extension.

Compensation: $42 per hour.

Regular

Work Hours:

From 8 am to 4 pm, not including 1 hour unpaid lunch break, Monday to Friday (35 work hours per week).

Work Location:

Hybrid - combination of 2 days remote-based and 3 days onsite at client's Mississauga facility, with free parking provided. Onsite work expectations subject always to client business requirements, and may change according to client business need.

Position

Reports To:

Senior Manager.

To provide comprehensive business operations and administrative support services to senior manager and team, for large regulatory organization. Will handle broad range of administrative responsibilities for department, including HR administration and personnel records maintenance; receiving and processing incoming inquiries; scheduling and travel arrangements; meeting coordination and minute taking; drafting, formatting and distributing documents and correspondence; confidential records management; tracking ongoing work projects;

maintaining administrative manuals, workflows and charts.

• Participate with supervisor in setting priorities, and assist with work scheduling of supervisor’s work projects and activities.
• Monitor work projects, including tracking status, maintaining an effective follow up/bring forward system, monitoring due dates, initiating follow-up actions, and coordinating staff communications.
• HR administration and personnel records maintenance, including maintaining timesheets and vacation records, and training, travel and reimbursement administration using internal tracking systems and Excel.
• Provide orientation for new staff on departmental administrative procedures.
• Prepare and format reports, statistical data, charts, presentations, correspondence, and other documentation from templates or written or verbal instructions.
• Prepare minutes of meetings and develop meeting agendas.
• Receive, log and distribute incoming hard copy and electronic mail, including confidential mail, and coordinate internal information flow.
• Maintain distribution lists, arrange for bulk printing of materials for mailing, arrange for address labels, arrange for packaging and physical handling, as necessary.
• Respond to telephone, in person, or electronic enquiries or forward to appropriate staff. Process routine inquiries from members of general public or external organizations.
• Schedule appointments and maintain appointment calendars. Prioritize requests and optimize time commitments.
• Handle meeting arrangements such as room reservation, audio/visual equipment, and security.
• Compile meeting agenda items, ensure quorums, and prepare and distribute briefing materials, including handouts, slides, and overheads as required.
• Arrange travel well in advance to maximize special offers with airlines, hotels and car rentals, ensuring all arrangements adhere to the traveler’s requirements as stipulated in their Traveler’s Profile.
• Maintain department records, including filing protocols, retention schedules, and confidential materials.
• Process expense receipts, petty cash and procurement card receipts for monthly reconciliation.
• Additional administrative support and business operations coordination responsibilities as required.

Education:

Post Secondary Degree or Diploma in Business Administration, Office Administration, or equivalent combination of education and work experience.

Preferred

Work Experience:

At least 5+ years of progressive administrative experience, supporting a senior management team.

Preferred Sector

Experience:

Public sector, energy sector or regulatory experience an…