Randstad Canada Looking for Senior Administrative Assistant at Newmarket, Ontario, Canada Full Time

Do you have experience working in an office setting?

Are you capable of working in a fast paced environment?

Are you good with time management?

Do you have excellent communication skills?

Do you pay close attention to detail?

Are you tech savy?

Are you driven, organized, and work with high attention to detail?

If that sounds like something you are interested in, don’t hesitate—reach out TODAY!

Advantages

• Meet new people everyday!
• Hybrid work model
• No weekend work
• Monday – Friday 9:00 am – 5:00 pm
• Experience to add to your CV
• Positive and supportive team environment
• 17 month contract
• $23-27/ hour based on experience

Responsibilities

60% – People and Culture Team

Provides a wide variety of administrative support to the Director and Manager of People and Culture, including handling confidential and sensitive information with discretion.

Manage complex calendars, including scheduling meetings and arranging conference/virtual calls with both internal and external stakeholders.

Prepare detailed meeting agendas and accurate minutes for various meetings, both in-person and virtually, ensuring all action items and decisions are documented effectively.

Draft professional correspondence, reports and presentations demonstrating strong writing and editing skills.

Utilize internal and external tracking tools and databases to maintain organized records and facilitate efficient workflow

Coordinate all aspects of travel arrangements, including preparing detailed itineraries, expense reports and reimbursement

Organize and execute team meetings and onsite events, overseeing logistics such as meal coordination, teleconference and venue arrangements

Exercise discretion and diplomacy when representing the Senior Team in interactions with key internal and external stakeholders, including third party vendors

Contribute to the coordination, planning and management of departmental meetings, events and special projects, demonstrating excellent organizational and multitasking abilities

Manage and prioritize multiple highly sensitive projects and initiatives, ensuring deadlines are met and objectives are achieved

Collaborate effectively with other Senior Administrative Assistants and with third party service providers to streamline operations and maximize efficiency

Establish and maintain relationships with community partners, provincial agencies and other stakeholders to coordinate meetings and details for key events

Handle vendor purchase orders, invoices and all departmental purchases with accuracy and attention to detail, including accurate reconciliation of agency credits cards for multiple Senior Team Leaders

Make purchases with agency credit cards in accordance with agency policies and procedures

Assist with the preparation and distribution of internal communications, newsletters, and announcements

Identify opportunities for process improvements or workflow optimizations within the Director’s area of responsibility, implementing changes to enhance efficiency and effectiveness

Manage the Director’s communications, including screening calls, responding to emails, and filtering incoming information to ensure the Director’s focus remains on priority tasks

Anticipate the Director’s needs and proactively prepare necessary materials or information ahead of meetings or engagements

Exercise discretion and maintain confidentiality regarding sensitive information, ensuring that all communications and interactions uphold the organization’s privacy and security standards

Provide back-up support to the CEO’s office as required and support the YRCAS Board of Directors Committee meetings, demonstrating flexibility and adaptability and assisting with follow-up actions as needed

Other administrative duties and support as assigned

40% – Organizational Development, Wellness, Recognition and Learning & Development Collaborate with Manager of Service Excellence and HR Advisor Organizational Development and Wellbeing

Provide comprehensive administrative support for learning and development, wellness and engagement inquiries and initiatives

Assist in coordinating internal and external committees as required, ensuring smooth communication and collaboration

Support the coordination of learning and development events including sourcing locations and amenities, coordinating invoices, managing attendance and tracking RSVPs, and facilitating pre- and post-event surveys and reporting

Maintain accurate records to track the completion of various learning and development courses, modules, initiatives etc

Provide administrative support for tracking, compiling, and reporting on training record compliance ensuring adherence to organizational standards and requirements

Assist in managing the Central Learning Management System (LMS) for the coordination of training initiatives.

Qualifications

Successful completion of a three (3) year college diploma in a related field from an accredited educational institution combined with a minimum of three (3) years relevant administrative experience preferably within a complex unionized environment; or have an equivalent combination of education and relevant and related experience

Demonstrated interpersonal and communication skills, both verbal and written, including the ability to effectively communicate with senior executives, internal teams, and external stakeholders.

Ability to work independently and to exercise sound, professional judgment, particularly when handling confidential or sensitive information on behalf of the Director and senior executives.

Strong initiative, proactive manner, and ability to take ownership of tasks, proactive in follow-up and action items

Demonstrated ability to work effectively under pressure in a fast-paced environment, managing multiple priorities and deadlines.

Confident organizational skills with a proven ability to prioritize tasks, manage time efficiently, and adapt to changing circumstances or shifting priorities.

A high level of attention to detail and accuracy, ensuring that all administrative tasks, correspondence, and documentation are completed to the highest standard

Demonstrated business professionalism, including respect for confidentiality and discretion when handling sensitive information, and the ability to navigate complex interpersonal dynamics with tact and diplomacy

Ability to work well in a team environment, collaborating with cross-functional teams and maintaining positive relationships with colleagues, stakeholders and third-party vendors.

Demonstrated advanced technical competence with Adobe, Zoom, OnBoard, and MS Office (Word, PowerPoint, Excel and Outlook), as well as proficiency using various internal and external tracking tools and databases.

Valid Ontario Driver’s license and access to a reliable motor vehicle, facilitating travel arrangements and logistical support as needed

Bilingualism in French would be considered an asset.

Summary

All information and resumes received will be treated with strict confidentiality!

Ways to apply:

• Apply directly on this site
• Go to our website at www.randstad.ca, create a profile and apply directly
• Email your resume to anjalie.looknauth@randstad.ca and include the title of the position in the subject line.

We thank all applicants for their interest in this position and only those selected for interviews will be contacted.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada’s workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.