All jobs in Administrative Jobs

Posting Period: 22-MAY-2024 to 29-MAY-2024

Reporting to the Manager, Contracts Tenders & Payments and/or Supervisor, Contracts Tenders and Payments, the Support Assistant B will perform in a fast-paced collaborative environment providing administrative support to various teams.

Major Responsibilities:

• Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash. Prepares and processes documents/statistical summaries/reports etc. Assesses and analyses data. Drafts and signs correspondence.
• Checks work for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items. Identifies issues and recommends solutions. Performs complex calculations.
• Directs, coordinates, schedules and trains assigned staff. Checks/verifies work of assigned staff. Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
• Co-ordinates and maintains a complex record/retrieval system. Maintains supplies inventories. Responds to e-mails, telephone and in-person inquiries from senior staff, the public, agencies and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria.
• Reviews, accepts or rejects material/applications from the public, ensuring all criteria have been met.
• Receives and pays out cash and cheques, controls, monitors and balances petty cash, prepares bank deposits, withdrawals, reconciliations and processes/checks financial payments. Assists with budget administration for unit.
• Co-ordinates meetings, events and schedules. Takes/transcribes minutes.

Key Qualifications:

1. Considerable administrative experience in a team-oriented customer service environment.
2. Considerable experience in administrative processing and reviewing documents to
3. ensure accuracy and conformity with legislation, regulations, policy and procedures and correcting incorrect items.
4. Considerable experience in Microsoft Office Suite, specifically using Word and Excel.
5. Experience using computer based accounting and/or financial applications/systems (e.g. SAP).
6. Experience drafting, preparing and formatting letters, reports, memos, and other business documents.

You must also have:

• Ability to set priorities, meet deadlines, be resourceful, adaptable and able to work independently with minimal supervision in a fast paced environment.
• Ability to work effectively with staff and deal with the public tactfully and courteously. Aptitude with figures, attention to detail and ability to do arithmetic calculations accurately.
• Excellent interpersonal skills with ability to communicate effectively, both orally and in writing and able to compose detailed correspondence and to proof read materials.
• Ability to exercise independent judgement and discretion in dealing with confidential matters and correspondence.
• Familiarity in archiving and retrieving files manually and/or electronically in an organized manner. Working knowledge of workplace relevant legislation including Human Rights and Occupational Health and Safety Act.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

• Posting Period: 22-MAY-2024 to 29-MAY-2024
•  

This is an exciting time to join the City Manager’s Office (CMO). The successful candidate will support multiple teams within the City Manager’s Office, that work on a range of cross corporate initiatives, and manage relationships with a variety of internal and external stakeholders. Working closely with other Administrative Assistants and staff within the CMO and the Deputy City Managers’ Offices (DCMOs), this is a collaborative team environment that works to deliver on the priorities of Council and the City Manager.

Major Responsibilities:

In this role the Administrative Assistant 2 will provide a variety of administrative functions in support of the CMO teams including:

• Performs varied administrative duties and clerical functions to support the operation of an organizational unit. May provide work direction and training to assigned staff.
• Exercises caution and discretion with reports, correspondence, labour matters, personnel and other confidential information. Prepares correspondence including that of a confidential nature, such as disciplinary letters or letters of offer.
• Schedules appointments, books virtual or in-person meeting space and ensures participants have all required information.
• Coordinates meetings, events and schedules. Takes/transcribes notes and follows up on information requests as required.
• Conducts research and retrieves and stores information on various issues, including in databases and record management systems.
• Screens, reviews and prioritizes incoming hardcopy and electronic mail, processes correspondence, and initiates, tracks, and provides initial response.
• Maintains tracking and following up of requests and ensures deadlines are met.
• Liaises with and supports the exchange of information with all levels of staff, elected officials, Accountability Officers, public appointees and the public.
• Prepares and processes various documents/ summaries/reports requiring the compilation of information, assessment of policies and analysis of data. Drafts correspondence, composes and prepares letters and memos and routes or answers correspondence.
• Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, briefing notes. Formats Committee reports prior to signature.
• Checks work, including draft reports, presentations, memos, briefing notes and correspondence for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
• Operates various office equipment and computers using a variety of desktop applications and corporate systems. Prepares presentation materials ensuring detailed layout, formatting and accuracy.
• Coordinates and maintains complex record/retrieval system. Maintains supplies and inventories.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government applying in-depth knowledge of procedures, regulations, criteria, etc., records detailed messages, and tracks follow up.
• Assists with budget administration for the unit.
• Maintains continuous awareness of municipal matters, divisional administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.

 Key Qualifications:

1. Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, correspondence, charts, tables, and statements to Council and/or Committees. 
3. Considerable experience preparing agendas, taking minutes at meetings, and identifying items for follow up.
4. Considerable experience working with confidential materials and/or information
5. Considerable experience with a variety of software packages including Microsoft 365, Word, Excel, PowerPoint, Outlook, SharePoint and virtual meeting technologies.
6. Excellent communication skills, both verbal and written. A strong command of grammar and writing skills for the purpose of proof-reading and editing.
7. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, as well as deal with conflicting priorities and work demands in a fast-paced environment.
8. Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels of the organization, members of Council, and external partners and stakeholders.
9. Strong analytical and problem-solving skills.
10.  Ability to work independently, in a politically sensitive environment, using sound judgement.
11. Ability to support Toronto Public Service values to ensure a culture that champions equity, diversity, and respectable workplaces.
12. Knowledge of government/public sector operations and asset.

As a member of the Council Support Office team, this position plays a key role in providing confidential administrative support to assigned Council members so that Councillors are able to focus on their duties as members of Council.

Specific Duties/Responsibilities

This position is responsible for providing a range of complex administrative support to their assigned members of Council.

• Provides confidential, proactive administrative support to their assigned Councillors;
• Manages multiple calendars, and supports assigned Councillors with the planning, organization and management of the Councillor’s daily schedules to prioritize meetings, events and other requests that optimizes the Councillor’s available time;
• Formats and supports the submission process of  members’ motions on behalf of their assigned members of Council;
• Ensures that Councillors have access to relevant information including invitations, detailed instructions related to scheduled commitments and speaking engagements, background materials, reports and presentations in preparation for meetings, conferences and events;
• Manages and coordinates responses to incoming correspondences addressed to Councillors;
• Receives, tracks and coordinates the resolution of enquiries and complaints from the public and/or media for the Councillors
• Conducts research related to conferences, community events and engagements, travel and training events, and assembles research information in a manageable context which includes digital and hard copies;
• Supports and coordinates Freedom of Information requests with their assigned Councillors;
• Arranges travel and accommodation for their assigned Councillors
• Tracks and reconciles Councillors' expenses;
• Manages time effectively and efficiently. The work requires the use of tact, discretion, confidentiality and considerable independence of judgment and action to be exercised within established policy and guidelines. Accuracy and attention to detail are also essential;
• On a daily basis, balances the individual and competing requests for service from multiple Councillors;
• Works closely with other Councillors' Assistants as a member of the Council Support team, and maintains liaisons with all Members of Council including the Mayor, staff in the Mayor's Office and the City Manager’s Office, both frontline and senior City staff, and external parties such as the media, the public, and other government organizations.
• Other duties/responsibilities as assigned

Minimum Qualification Requirements

Education and Experience:

Courses in Office Administration and considerable experience in a progressively senior executive assistant role in a municipal government or an equivalent combination of education and experience.

Knowledge, Skills and Abilities:

• Considerable knowledge of local government and the role of the Mayor and Council, the City's organizational structure, and function of the City's departments, the Mayor and Council Expense By-law, other pertinent by-laws and policies, and records management practices.
• Thorough knowledge of Microsoft Office applications, SAP, EmPro, Chrome River.
• Ability to effectively and efficiently work for multiple officials.
• Ability to maintain effective working relationships with elected and appointed officials, staff and members of the public.
• Ability to exercise tact and discretion in a variety of complexity including enquiries and complaints received by phone, in person, or written correspondence from the public and media with little supervision.
• Excellent organizational skills and proven ability to handle multiple projects.
• Ability to anticipate and plan in advance solutions to problems and issues so they are managed in an efficient and effective manner.
• Ability to manage multiple tasks and projects and including the ability to change priorities in a high demand environment;
• Excellent customer service skills and strong attention to details, accuracy and timeliness;
• arrange and coordinate meetings of various sizes and complexity involving both internal and external parties.
• Ability to work calmly and effectively under pressure, while exercising tact, diplomacy, and excellent judgment
• Ability to research issues by locating, compiling, and summarizing relevant information.
• Excellent interpersonal skills.
• Proven team member skills.
• Excellent written and verbal skills with a thorough knowledge of business English including sentence structure, grammar and punctuation.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: City Clerk's Office (1060) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: June, 2024 

Position End Date: January 3, 2025 

Salary Information: Pay Grade GR-019: $34.3 to $40.34 per hour

Application Close: May 31, 2024

What is the opportunity?

The National Account Support team specializes in assisting Royal Trust relationship managers by providing efficient, accurate, and quality client service. Key client service elements include preparing estate asset summary documents, tax preparation, account distribution, and asset administration. You will assist and support the Officers in ensuring that administrative tasks are properly completed. Attention to detail and quality are paramount as well as ensuring key milestones are met. Teamwork, collaboration, and developing interpersonal relationships are important skills for success.

What will you do?

• This is a great opportunity to network with RBC partners and other financial institutions as you gather information relating to client holdings in an estate environment.
• Your organizational skills and proactivity will successfully support a book of accounts and demonstrate the high level of quality service that our team focuses on. This will include timely written, verbal, and electronic communication with other support groups internally and with external contacts.
• As you work toward gathering information about estate assets you will build summaries of estate assets using our proprietary software designed specifically for this purpose.
• Asset collection from internal and external sources forms part of your role and represents an important part of consolidating the client’s assets in a timely manner.
• You are a keen troubleshooter and can effectively resolve inquiries on your own and willing to seek out support from your team leader, as required.
• Well versed in our policies and procedures, you will ensure that your administration is carried out within company goals and objectives.
• You will actively participate in sharing best practices, innovations, and work effectively in a team-oriented environment.

What do you need to succeed?

Must-have

• Post-secondary education or equivalent, estate and trust administration courses an asset
• 3 years of administration experience
• General working knowledge of the financial services and securities industries
• Bilingualism (English and French) required, as you will regularly do business with partners across Canada
• Ability to work effectively with others and be perceived as a professional business partner with coworkers and external contacts
• Ability to resolve issues and aspects of administration independently
• Technological literacy, especially with Microsoft Excel, Word, and Mail Merge

 
Nice-to-have

• Estate administration experience
• Canadian Securities Course (CSC)

What’s in it for you?

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.

• A comprehensive Total Rewards Program, including bonuses and flexible benefits, competitive compensation, commissions, and stock where applicable
• Leaders who support your development through coaching and managing opportunities
• Ability to make a difference and lasting impact
• Work in a dynamic, collaborative, progressive, and high-performing team
• Opportunities to take on progressively greater accountabilities

WMRT

Job Skills

Additional Job Details

1 PLACE VILLE MARIE:MONTRÉAL

MONTRÉAL

Canada

37.5

Full time

Wealth Management

Regular

Salaried

2024-05-22

2024-06-16

PepsiCo Foods Canada is looking for a detail oriented, administrative professional to support the BC Zone within the Frito Lay division. As the Administrative Assistant, you will work closely with the Zone Sales Director, Zone Sales Leader, Zone Business Manager, and District Sales Leaders within the British Columbia team to ensure the team is meeting all key performance indicators. This position will work out of the Surrey Distribution Center.

As an Administrative Assistant, you will be responsible for;Sales Support:o Responsible for answering & directing phone calls,  Local Process Owner for all Sales Communication Deviceso  Updating various reports, sales boards, vacation schedules and Global Control Systems execution

o Make travel arrangements, schedule meetings and appointments with the teamo  Being a systems expert; consolidating sales data and files within multiple systems Other Support:o  Organize, track and pay invoices across multiple vendors and customerso  Support front reception when requiredo  Support  payments on rentals, parking infractions

Qualifications

• Previous experience with a consumer-packaged goods or retail organization in an administrative function
• Senior leader support experience, having worked with Directors or Executives and having a high scope of responsibility
• Great with people and customers, excellent communication skills, and ability to problem solve autonomously
• Outstanding organizational skills (as demonstrated by your ability to handle multiple priorities, problem solve, and meet deadlines or targets)

If you are eager to learn a world-class business and represent some of Canada’s most loved brands like Lay’s, Doritos and Tostitos, then this might be the career for you!  

Apply Today at PepsiCo Canada Careers Today!

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates need experience of 1 year to less than 2 years

Location: Woodbridge, ON
Shifts: To be determined

Responsibilities:

• The candidate should be able to review, evaluate and implement new administrative procedures, establish work priorities and ensure procedures are followed and deadlines are met, carry out administrative activities of establishment and also oversee and co-ordinate office administrative procedures
• The candidate should be able to co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services, assist in the preparation of operating budget and maintain inventory and budgetary controls and also assemble data and prepare periodic and special reports, manuals and correspondence

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply (along with your resume) through below mentioned details.

By Email:
[email protected]

By mail:
6221 Hwy 7, unit 11
Woodbridge, ON
L4H 0L1

Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have experience of 1 to less than 2 years
Computer and technology knowledge: MS Office, MS Outlook and MS Windows

Candidate Status:

• Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
• Candidate must have legal authorization (Work Permit) to work in Canada
• If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position

Responsibilities:

• The candidates should be able to establish work priorities, ensure procedures are followed, and oversee office administrative procedures, including resolving conflict situations and overseeing payroll administration
• The candidates should be able to carry out administrative activities, coordinate office services, assemble data, prepare reports and correspondence, and perform data entry
• The candidates should be able to administer policies and procedures related to records release under government access to information and privacy legislation, and oversee and coordinate office administrative procedures

Benefits:

• The candidates will get free parking

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]

The Project Administrator is responsible for project administration activities including but not limited to maintaining project documentations, completing project set up, financial and administration close out requirements.

KEY DUTIES & RESPONSIBILITIES

Project Set Up

• Inputs project information into databases and completes project set up process

Project Tracking and Documentation

• Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
• Monitors project progress and timelines and prepares status reports to assist with timely project delivery.

Project Financial Administration

• Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.
• Executes the purchase order process.
• Reconciles purchase orders to invoices to ensure accuracy.

Project Reporting

• Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
• Reviews and communicates risks to Project Managers.

Project Close Out Administration

• Executes project close out requirements.
• Gathers and ensures receipt and sign-off of all project documentations.  Files project documentations.
• Ensures receipt of all invoices.  Follows up with vendors where required.  Reconciles purchases to invoices to ensure accuracy and ensures all invoices are paid.
• Reviews and reconciles actual project expenses against cost estimates.
• Other duties as assigned.

KNOWLEDGE AND SKILLS

• Community college diploma
• 1 to 3 years of project administration or administrative work experience
• Strong administrative and organizational skills
• Ability to provide project administration support
• Ability to maintain  accurate data
• Strong attention to detail and data accuracy
• Ability to extract and compile data into reports
• Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up
• Computer proficiency in MS Office applications in particular – MS Project, MS Excel, MS Outlook, along with ability to quickly learn new applications

Licenses and/or Professional Accreditation

• Demonstrates an interest in pursuing Project Management Institute Accreditation

At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success!

This position scans packages, enters customs data, reviews and answers packaging questions, and performs other data antry and package duties as requested.

UPS is a diverse and equal opportunity employer.  Accommodations are available, on request, for candidates with disabilities taking part in the recruitment process.  If you are selected to participate in the recruitment process, please advise if you require accommodation for a disability.

Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have experience of 7 months to less than 1 year

Physical Requirements:

• The candidates should be able to thrive in a fast-paced environment and capable of working effectively under pressure
• The candidates should be adept at meeting tight deadlines while demonstrating attention to detail in their work
• The candidates should be proficient in handling repetitive tasks

Other Requirements:

• The candidates should demonstrate the ability to multitask effectively and possess excellent oral communication skills
• The candidates should exhibit excellent written communication skills and demonstrate flexibility in their approach to tasks
• The candidates should be organized in their duties and responsibilities, be strong team players, and strive for accuracy in their work
• The candidates should have a strong focus on client satisfaction and be reliable in meeting deadlines and commitments

Candidate Status:

• Canadian citizens and permanent or temporary foreign workers of Canada are eligible for this position
• International Candidates who don’t have a valid Canadian work permit also can apply

Responsibilities:

• The candidates should be able to arrange and co-ordinate seminars, conferences, etc., and supervise other workers while training them
• The candidates should be able to record and prepare minutes of meetings, seminars, and conferences, and determine and establish office procedures and routines
• The candidates should be able to schedule and confirm appointments, answer the telephone, relay telephone calls and messages, and answer electronic inquiries
• The candidates should be able to compile data, statistics, and other information, order office supplies, maintain inventory, and arrange travel, related itineraries, and make reservations
• The candidates should be able to greet people, direct them to contacts or service areas, open and distribute regular and electronic incoming mail and other material, and coordinate the flow of information
• The candidates should be able to set up and maintain manual and computerized information filing systems, type and proofread correspondence, forms, and other documents, and maintain and manage a digital database

Benefits:

• The candidates will get health care plan, and other benefits

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]

By mail
37 Estate Drive
Scarborough, ON
M1H 2Z2