Administrative Specialist

Job Type: Temporary.

Initial Term:
November 23, 2026 to May 21, 2027.

Existing Vacancy:
Yes.

Compensation: $28.00 per hour.

Regular

Work Hours:

7.25 hour per day, not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).

Work Location:

Currently hybrid - combination of 2 days remote-based and 3 days onsite at client's Toronto office on PATH near TTC Station. May change to 100% onsite during the course of the assignment, and you must be flexible to move to a 100% onsite work arrangement upon request.

Ergonomic Requirements:
Occasionally moves or lifts light objects such as meeting or presentation materials.

Coordinate and maintain day-to-day office administration activities in support of organization programs and initiatives. Provide comprehensive administrative support to leadership and internal teams.

• Coordinate and manage calendars, meetings, travel arrangements, and related logistics both domestic and international.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, agendas, and meeting minutes.
• Monitor and track administrative requests, ensuring timely follow-up and resolution.
• Support financial administration activities, including invoice processing, expense reconciliation, budget tracking, and reporting.
• Coordinate administrative aspects of recruitment, onboarding, and other HR-related activities.
• Manage records, documentation, filing systems, and information control processes.
• Coordinate office assets, equipment, accommodations, and facility-related requirements.
• Liaise with internal service providers and external stakeholders to support operational needs.
• Assist with special projects, process improvements, and initiatives designed to enhance operational efficiency.
• Additional administrative support, coordination, and document preparation responsibilities as required.

Education:

Post Secondary Degree or Diploma in business administration or related discipline, or equivalent combination of education and work experience.

Preferred

Work Experience:

At least 3+ years of experience in an administrative, executive support, office coordination, or business support role.

Preferred Sector

Experience:

Government / public sector administration experience preferred.

• Proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint and Excel (will be tested).
• Proficiency with SharePoint (may be tested).
• Proficiency in Adobe Acrobat (may be tested).
• Strong data entry, typing skills and attention to detail (will be tested).
• Strong English communication skills, both written and verbal, including advanced-level business writing skills, excellent spelling, grammar, proofreading and syntax (may be tested), and polished, professional telephone manners.

• Sound understanding of protocols and practices of an executive office to ensure effective management of information flow.
• Sound understanding of records management policies and best practices to maintain confidential filing systems.
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
• Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Demonstrated ability to work well both independently and collaboratively and liaise effectively with a wide and diverse range of internal and external stakeholders.

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both hybrid and 100% onsite, abiding by organization health and safety policies.
• Ability to promptly provide minimum of 3 reasonably recent, qualified employment references at point of client interview who are available to speak with either Marberg or Marberg's client.
• Ability to declare personal Non-Conflict of Interest in execution of assignment /…