Administrative Assistant to Branch Director

Administrative Assistant to Branch Director and Team, provincial government ministry client, downtown Toronto.

Marberg Job Number: 1908.
Job Type:  Temporary.
Initial Term: May 1, 2023 to October 2, 2023 with possible extension.
Compensation:  $25.27 per hour to $26.41 per hour, according to experience.
Regular Work Hours: 7.25 work hours per day, not including unpaid .75 hour lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).
Work Location: Hybrid – approximately 1-2 days per week remote-based and 3-4 days per week onsite at Client’s downtown Toronto office, on PATH, and near Union and GO Station.  May be scheduled to work up to 5 days per week onsite, according to business need.

Responsibilities Summary:  
Perform administrative work related to day-to-day internal operations of a Branch head office.

• Organize and maintain Director’s and Managers’ meeting schedules, including onsite and online meetings, and conference calls.
• Set up and maintain filing systems and correspondence tracking systems.
• Draft and format standard correspondence and other documents such as letters, memos, reports, briefing notes and presentations, using MSOffice software.
• Receive and respond to inquiries from internal ministry staff and external stakeholder officials and representatives, prioritizing or escalating the inquiry as needed.
• Handle travel and special event arrangements and logistics.
• Prepare travel expense claims for review and approval.
• Liaise with other ministries, departments and business units to coordinate administrative and operational functions as required.
• Conduct background research on various matters as directed and prepare information summaries.
• Additional Branch administration support responsibilities as required.

Qualifications:  
Education:  Post Secondary education in business administration or related field, or applicable combination of work experience and education.
Preferred Work Experience:  At least 3+ years of progressive administrative support experience within a professional office environment.
Preferred Sector Experience:  Public sector work experience an asset.

Technical and Language Skills Requirements: 

• Advanced proficiency in MSOffice, including Word, Outlook, Excel, PowerPoint and Teams (will be tested). 
• Strong typing and data entry skills (will be tested).
• Familiarity with on-line database and electronic file sharing systems.  Familiarity with correspondence tracking database an asset.
• Proficient English communication skills, both written and verbal, including strong business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:     

• Punctual, responsible, and reliable.  Demonstrated record of professional conduct, character and strong work ethic.
• 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.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize work effectively for self and others, meet tight deadlines and work well under pressure.
• Demonstrated ability to work well both independently, collaboratively, and liaise effectively with a wide and diverse range of internal and external stakeholders.
• Demonstrated team leadership skills; ability to motivate and engage with a diverse group of internal and external stakeholders, at all levels of seniority.

Additional Requirements:    

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both remotely and onsite as required, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Ability to complete a satisfactory Provincial Government security check prior to assignment start.  Please note that Marberg will reimburse for the cost of the security check upon confirmation of assignment start and submission of approved Expense Receipts.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Additional satisfactory Background Checks, Technical Skills Evaluations, and Employment References as required.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians.  Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

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