Administrative Assistant

• Providing comprehensive administrative support to the ISP enabling effective program planning, implementation, and day-to-day operations across current and future services streams.
• Coordinating operation and administrative processes in support of ISP delivery, including documentation management, scheduling, correspondence, and tracking of key actions and timelines.
• Supporting contract clinicians’ administration by maintaining records, coordinating communications, assisting with onboarding, drafting and updating program and clinician materials, and facilitating information sharing.
• Assisting with progress and evaluation methods that support accountability processes.
• Supporting the ISP Operations Manager and OAMH ISP leadership by preparing materials and completing administrative tasks associated with the program.
• Ensuring clear and timely communication within OAMH, Nova Scotia Health, and IWK Health ISP partners.
• Fostering regular, cross-team collaboration to support priorities.
• Acting as a hub for communication to ensure all teams remain informed and aligned on upcoming priorities.

Administrative Coordinator – Nova Scotia Insured Services Program, Mood and Anxiety Stream

• Review and assess new applications to support the progression of the funding program.
• Communicate with employers regarding program inquiries and provide follow-up support via phone and email.
• Respond to employer leads and inquiries as the first point of contact for the funding program.
• Maintain accurate records and documentation related to applications and employer interactions.
• Assist with tracking application status and ensuring timely movement through the funding process.
• Escalate complex inquiries or issues to the appropriate team members as needed.
• Provide general administrative support to ensure smooth program operations.

Project Administrative Assistant

• Proactive management of email/calendar and event scheduling
• Travel coordination and bookings
• Expense reports and vendor invoice coding
• Salesforce activities and document management support
• Backup for team members
• Support for technology, policies, and procedures
• Ongoing development of professional skills
• Assist with administrative duties and projects

• Carry out secretarial tasks (draft, revise, update and format documents for various departments, etc.)
• Carry out internal administrative tasks (sales tracking, dashboards, expense reports, inventory management, performance reviews, etc.)
• Help your superior manage their agenda, mail, emails and phone calls
• Coordinate the preparation of deliverables for decision-making bodies
• Plan and attend management committee and other department meetings. Draft reports and minutes and follow up as needed
• Handle the unit's budget process. Carry out budget preparation activities and identify and explain variances
• Coordinate and troubleshoot IT requests from various users

• Developing and growing a client base and new business opportunities
• Introducing services via video, telephone and in-person meetings
• Recruiting, evaluating and placing administrative and customer support professionals
• Delivering outstanding customer service to clients and candidates
• Providing consistent communication and career guidance to candidates
• Participating in industry trade associations

Senior Associate – Administrative, Customer Support

• Manage travel (flights and accommodation) for department staff and groups (e.g. Compliance Review Committee (CRC), audit teams, independent Observer (IO) teams);
• Review and triage compliance inbox;
• Review and triage testing inbox;
• Format documents (e.g. IO reports, checklists, agendas, reports, communications, compliance letters);
• Draft and send all formal compliance letters, correspondence from compliance email address and prepare PowerPoint presentations when requested;
• Compile and send CRC, IO and Auditor annual document packages;
• Process per diems for staff, CRC, IO, audit teams and working groups;
• Arrange roaming plans for phones;
• Invoicing and processing invoices from suppliers, auditors, CRC members;
• Assist with credit card reconciliation on Concur;
• Arrange office team meetings and team logistics (e.g. Compliance Taskforce);
• Organize compliance related meetings in the office (e.g. CRC, Council of Europe, ADO visits), including lunches, liaison with front desk;
• Arrange virtual meetings, etc.;
• Organizing key communications in SharePoint (e.g. anti-doping rules, compliance enforcement related emails);
• Update and maintain list of Signatories on SharePoint and website, include preparation of correspondence for new Signatories;
• Liaison with communications department to ensure documentation on website is up to date;
• Onboarding staff from other depts when required.

Administrative Assistant, Compliance, Rules and Standards

• Maintain and update internal spreadsheets, shared drives, databases, trackers, and documentation.
• Manage shared inboxes, correspondence, scheduling, follow-ups, and basic calendar coordination.
• Create and update templates, forms, process documents, and internal resources.
• Help coordinate team meetings, internal events, training sessions, cross-functional projects, agendas, and meeting logistics.
• Support HQ teams with administrative tasks, project coordination, action item tracking, and deadline follow-up during busy periods.
• Assist with job postings, candidate scheduling, interview coordination, recruiting communication, and follow-ups.
• Help maintain HR and recruiting trackers, onboarding materials, employee files, internal documents, and people-related admin resources.
• Support onboarding coordination and work with hiring managers and leadership to keep HR and recruiting processes organized and moving forward.
• Communicate professionally with executive leadership, department leads, and internal team members.
• Provide basic administrative support to leaders, prepare simple reports, agendas, and follow-up summaries as needed.
• Handle confidential and sensitive information with professionalism and discretion.

• Maintain and update internal spreadsheets, shared drives, databases, trackers, and documentation.
• Manage shared inboxes, correspondence, scheduling, follow-ups, and basic calendar coordination.
• Create and update templates, forms, process documents, and internal resources.
• Help coordinate team meetings, internal events, training sessions, cross-functional projects, agendas, and meeting logistics.
• Support HQ teams with administrative tasks, project coordination, action item tracking, and deadline follow-up during busy periods.
• Assist with job postings, candidate scheduling, interview coordination, recruiting communication, and follow-ups.
• Help maintain HR and recruiting trackers, onboarding materials, employee files, internal documents, and people-related admin resources.
• Communicate professionally with executive leadership, department leads, and internal team members.
• Provide basic administrative support to leaders, prepare simple reports, agendas, and follow-up summaries as needed.

• You’re the kind of person who can coordinate six flights, three hotel bookings, two airport pickups, and one executive’s “quick little change” — all before your second coffee.
• You remember birthdays. You notice when someone’s energy is off. And when chaos starts creeping in? You don’t panic. You open another tab and handle it.
• Coordinate travel with military precision, communicate with warmth and professionalism.
• Chase down flight confirmations, manage hotel bookings, support conference logistics, keep office systems organized, handle confidential information with care, and make new hires feel welcomed from day one.
• Help set up and maintain our Calgary office, manage day-to-day office needs, communicate with the landlord, support OH&S requirements, and help create simple systems that make the office easier for everyone to use.
• Documenting SOPs, optimizing workflows, refining internal processes, and helping teams operate more efficiently.

• Drive world-class Customer Experience and Reliability by leading the modernization and optimization of Central Office buildings and networks.
• Establish oversight frameworks, tracking mechanisms, and decision gates that ensure programs stay aligned, on-track, and deliver expected business value.
• Coordinate end-to-end program schedules, align stakeholder priorities, and drive visibility into performance metrics and critical dependencies.
• Design and implement scalable cross-functional processes, activate regional entities, and provide mission-critical support for successful program execution.
• Manage tactical projects while building sustainable, long-term programs that scale nationally, drive customer growth, and enhance customer satisfaction.
• Lead high-impact programs that drive strategic priorities across the Fibre (Falcon) program nationwide.

Senior Program Manager – Real Estate Central Office Optimization

• Provide outstanding administrative support to a team of Service Delivery professionals
• Create a positive team member experience
• Respond to client inquiries and requests from tax authorities
• Maintain calendar appointments and deadlines to ensure accountability and client deadlines are observed
• Track and report time and expenses in detail for self and Manager
• Make travel arrangements for team members as needed
• Handle and safeguard confidential information and sensitive material
• Organize and prioritize multiple tasks and complete them under time constraints.

Senior Administrative Assistant

• Leads all secretarial and administrative duties in the center/department or for a senior executive position
• Drafts and types correspondence (e.g. letters dealing with administrative issues, dictation, acknowledgements)
• Performs general office duties such as answers and screens telephone calls, directs inquiries, and answers inquiries; greets and escorts visitors
• Builds and maintains databases (e.g., employee/volunteer information, contact lists, inventory, hours worked)
• Drafts and prepares presentations, brochures, fliers, advertisements, invitations, and certificates subject to supervisory approval
• Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes
• Opens and distributes incoming mail and processes outgoing mail

Admin Assistant – Temporary, Fixed Term

• Provide direct support to members of the management committee
• Provide technical and administrative support for periodic meetings
• Draft letters, reports, presentations, and other documents
• Organize appointments, meetings, and travel
• Manage participants during ticket distribution and other events

• Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports
• Data entry and general administrative duties
• Maintain a high level of confidentiality in all interactions
• Organize, maintain, and coordinate office records and files
• Photocopy, fax, scan and organize documents for distribution, mailing, binding, and filing
• Accurately and appropriately file correspondence, invoices, and receipts
• Reporting AEs and PQCs
• Experience in reimbursement processes (private, public, and federal funding)

• carry out financial (approximately 60%) and administrative (approximately 40%) duties
• account payables, account receivables, payroll, filing, customer service, and reconciliations
• ensure confidentiality and the accurate and orderly maintenance and security of financial records
• apply all your experience, skills, talents, and passion for the benefit of others
• process all accounts payables on a weekly basis ensuring accurate data entry and record management
• complete payroll reports and remittances on a biweekly basis
• act as backup for payroll processing
• monitor credit card usage through monthly statement retrieval, reconciliation tasks, and coding
• assist with audit preparation by compiling and checking all required documentation
• support tax reimbursement by preparing HST files
• review the travel and expense claims
• support coordination of administrative tasks for special projects.
• maintain a high degree of discretion and confidentiality
• bring issues to the attention of the Finance Manager in a timely manner.

Finance Assistant, Administrative Support

• Manage calendars and schedule appointments using Outlook and various planning tools.
• Oversee and update both electronic and physical “Bring Forward” systems for task and document management.
• Complete monthly reconciliations of expenses for assigned lawyers.
• Provide support for litigation, negotiations, and regulatory matters, including preparing specialized documents for court and other agencies.
• Organize and manage complex electronic and paper filing systems, handling file openings, updates, and closures.
• Draft, edit, format, and organize various materials, including correspondence, memos, reports, court documents, and labels, for electronic or print use.
• Arrange meetings, including preparation of documents, catering, and logistical support.
• Manage client documentation, pleadings, corporate records, briefs, and reports, ensuring they are well-organized and accessible.
• Support with reviewing, assembling, and organizing documentary evidence for complex cases.
• Schedule court appointments, trials, and judicial review hearings by coordinating with court offices.
• Interpret court rules for multiple jurisdictions (e.g., BC Supreme Court, BC Court of Appeal, Federal Court, Ontario Superior Court, and Supreme Court of Canada).
• File and coordinate the service of court documents.
• Handle scanning and photocopying of necessary documents.
• Schedule and coordinate frequent travel arrangements.
• Perform additional administrative tasks as needed to support the team.

Legal Administrative Assistant – Litigation

• Lead high-impact programs that drive strategic priorities across the Fibre (Falcon) program nationwide
• Drive complex, cross-functional programs — managing scope, timelines, budgets, and stakeholder expectations
• Collaborate across the organization to shape program strategy, provide decision-support, and ensure alignment
• Build relationships, facilitate alignment, and ensure seamless communication on mission-critical initiatives
• Translate complex program updates into compelling narratives for diverse audiences
• Diagnose root causes, design creative solutions, rally stakeholders, and drive execution

Senior Program Manager – National Fibre Program Office

• Supports day-to-day operations by performing administrative tasks for manager, department, or team.
• Develops and maintains customer-focused relationships with all stakeholders.
• Ensures appropriate document control and compliance through filing, composing, and editing documents and reports for district office.
• Manages site and office security pass control.
• Assists with planning meetings and events, including arranging for catering, booking locations, and distributing information.
• Arranges travel, hotel, and car reservations and preparing travel itinerary.
• Orders office supplies for department as requested.
• Supports mail distribution and courier requests.
• Greets visitors and answering their questions, directing them to meeting rooms, and connecting them with employees.

• Supporting the full recruitment lifecycle by coordinating job postings, offer letters, background checks, and new hire documentation
• Managing recruitment documentation and maintaining accurate, up-to-date policies, procedures, templates, and training materials
• Acting as the first point of contact for hiring leaders and maintaining recruitment request intake processes to ensure accuracy and completeness
• Creating and updating marketable job postings to attract high-quality talent
• Supporting candidates through the recruitment process and delivering exceptional candidate experience
• Partnering with internal stakeholders such as HR Consultants, People Services, and FP&A teams to ensure smooth onboarding and internal transitions
• Managing high-volume recruitment projects and ensuring timelines are met for hiring initiatives
• Producing and delivering recruitment metrics and reporting to support business decision-making
• Researching and recommending process improvements, including automation opportunities to improve efficiency
• Providing guidance to leaders on recruitment processes, systems (ATS/HRIS), and related policies and procedures

Talent Acquisition Coordinator

• Provide day-to-day administrative support to the Service team, and Sales team as required
• Triage and manage incoming cases through Salesforce, ensuring timely routing and follow-up
• Support the coordination and tracking of sales activities, submissions, and workflows
• Maintain accurate documentation and records across systems
• Assist with reporting, data entry, and general team coordination
• Help establish and support processes as the team continues to grow
• Take on routine administrative tasks with a high level of accuracy and consistency

Administrative Assistant jobs in Canada

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Administrative Coordinator – Nova Scotia Insured Services Program, Mood and Anxiety Stream

Project Administrative Assistant

Administrative Assistant

Administrative Assistant

Senior Associate – Administrative, Customer Support

Administrative Assistant, Compliance, Rules and Standards

Administrative Assistant

Administrative Assistant

Administrative Assistant

Senior Program Manager – Real Estate Central Office Optimization

Senior Administrative Assistant

Admin Assistant – Temporary, Fixed Term

Administrative Assistant

Administrative Assistant

Finance Assistant, Administrative Support

Legal Administrative Assistant – Litigation

Senior Program Manager – National Fibre Program Office

Administrative Assistant

Talent Acquisition Coordinator

Administrative Assistant, Sales