The Administrative Assistant provides critical support to leader and departmental operations. Reporting to Leader, this position offers a wide range of business supporting services including schedule management, administrative support, document management, project support, communication and coordination.
This is a contract role with opportunity to renew after 1 year.
This position is in-person and located in the charming town of St. Thomas ON.
Your role and key responsibilities
Schedule Management
- Manage schedules, coordinate meetings, arrange travel, and support logistics for leaders
- Prepare agendas, organize meeting setups, document minutes, and track follow-up actions.
- Process travel-expense documentation and ensure compliance with company policies.
Communication & Coordination
- Serve as the primary contact for leaders during their absence.
- Coordinate with internal teams, headquarters and external partners on timely feedback on requests.
- Collaborate closely with other Administrative/Executive Assistants to maintain smooth operations.
Administrative Support
- Support onboarding and offboarding activities, manage office supplies, IT requests and general team administration.
- Track and maintain documentations, protocols, and internal communications
- Process basic financial tasks including invoices, expense claims, and purchase orders.
Document Management
- Maintain and conduct periodic reviews physical files and shared drives: upload, organize, and publish key documents.
- Ensure version control and accessibility.
Project Support
- Assist with project tracking, timelines, budget and spending monitoring
- Assist in preparing status reports, dashboards, or summary slides for leadership.
- Coordinate with cross functional teams to collect inputs for project deliverables and consolidate information.
Internal Systems & Process Management (NEW)
- Submit and track internal tickets (IT, Facilities, HRIS, Procurement) and ensure timely resolution.
- Support the implementation and continuous improvement of administrative processes and workflows.
Executive & Departmental Support
- Handle sensitive and confidential information with the highest level of discretion.
- Support departmental audits, compliance documentation, and process standardization.
Events & Meeting Coordination
- Coordinate logistics for events, workshops, leadership visits, and meetings, including venues, catering, tech setup, and preparation of agendas and materials.
What makes you stand out
• College Diploma or equivalent in Business, Management or related field
• 3-5 years of experience
• Strong organizational and time management skills with the ability to prioritize tasks effectively
• High degree of discretion and confidentiality required
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Takes initiative, is self-reliant and can work well under minimum supervision.
• Ability to work in a dynamic environment, understand and handle last minute changes with professional demeanor and tact.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• High level of professionalism and discretion
• Experience in a busy corporate and/or ramp-up setting preferred
What to look forward to
• Attractive Remuneration: The expected competitive compensation range for this position is $55,180 - $82,760 CAD, which includes base pay and target amount of short term incentive plan.
• In addition we offer competitive benefits: our program is flexible to allow you to make the selections and get the coverage you need.
• Pension and Retirement Savings: We contribute to a Registered Pension Plan and matching contribution to a retirement savings plan.
• Employee Assistance Plan: We offer an Employee Assistance Plan which can support you in mental health, physical wellness and overall wellbeing.
• Vacation Allowance: We offer our employees competitive paid time off. Plus, you don’t need to take any vacation days from December 24 to December 31.
• Opportunities for development.
• Relocation Support.
• Opportunities to participate in exciting company events that give back to the community.