Administrative Support Full-time Job

The Organizational Wellbeing Branch is seeking an organized, proactive, and detail-oriented Administrative Support professional to join our dynamic and growing team!  This branch leads organization-wide initiatives of Rewards and Recognition, Learning and Development, Psychological Safety, Equity/Diversity/Inclusion, Performance Management, Leadership Development and Employee Engagement.

The Administrative Support position will play a key role in the success of both the branch and departmental operations by providing essential coordination, logistical, and administrative support. As a vital team member, you will ensure smooth day-to-day operations while collaborating with a diverse group of professionals to drive the effectiveness and success of the department.

If you are looking for a role where your skills are valued and your contributions make a meaningful impact, this is the perfect opportunity for you.

Key Duties & Responsibilities

• Manage and coordinate meeting and appointment schedules.
• Prepare and assemble information packages, reports, correspondence, and background materials.
• Provide logistical support for meetings, including scheduling, preparing agendas, distributing materials, and ensuring smooth execution.
• Respond to inquiries and requests for information from internal and external stakeholders.
• Build and maintain positive relationships across departments.
• Maintaining a training database, organizing and managing accurate records and collaborating with internal employees on training logistics.
• Compose, proofread, and finalize various forms of correspondence and reports.
• Maintain the office filing system and manage document organization.
• Collaborate on onboarding and job-related training for new team members.
• Support the branch administration of Rewards and Recognition program logistics, maintenance of records and regular communication with stakeholders.
• Provide support for in-person and on-line learning platforms, oversight of our Learning Centre and supporting external training facilitators while on site.
• Support the department’s operational success by addressing workflow interruptions and adjusting priorities as needed.

Key Qualifications

• The successful candidate will have completed secondary school or equivalent, with successful completion of post-secondary education in business administration, office management, or a related field preferred, along with at least three (3) years of administrative experience in a professional office environment. Experience in the public sector within a unionized environment is considered an asset.
• High-level proficiency in Office 365 (Word, Excel, PowerPoint, Outlook) is required.  Experience working with Learning Management Systems (LMS) and Oracle databases is a preferred asset.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines while maintaining accuracy.
• Excellent verbal and written communication skills for clear and professional interactions.
• Familiarity with standardized administrative processes and adaptability to evolving workflows.
• Ability to build positive relationships and work effectively in a collaborative team environment and leading self with a customer service mindset.
• Capacity to adjust to changing priorities, manage interruptions, and maintain focus in a fast-paced setting.
• Skilled at identifying practical solutions to challenges using established practices, policies, and procedures.