Administrative Assistant

• Provides scheduling/administrative support to their direct report.
• Oversees office administration and maintains a high level of confidentiality in all aspects of the position.
• Supports OHS Specialists with Ability Management admin, Attendance Support Program, Event Reporting System Reports and Health & Safety Administrative duties.
• Performs administrative support for the Senior Management Team.
• Manages and maintains the calendars, schedules, appointments and travel arrangements for direct reports.
• Responds to and/or drafts communications to internal and external stakeholders.
• Documents and populates briefing notes and reports for their direct report.
• Coordinates site-wide initiatives and performs all other duties as assigned.

Administrative Assistant II, Occupational Health & Safety

• Own the daily operations of the Oakville office — from facilities and vendors to supplies, safety, and everything in between
• Drive continuous improvement by identifying operational gaps, building the business case, and leading the fix
• Manage vendor relationships and service delivery, including quotes, negotiations, and performance oversight
• Partner with IT to keep meeting rooms, technology, and collaboration spaces running without a hitch
• Plan and coordinate office events, onboarding logistics, and employee engagement initiatives
• Serve on the Joint Health & Safety Committee (JHSC) and champion a safe, compliant workplace
• Support budget tracking and make smart, cost-conscious decisions on behalf of the office

Office Manager

• Provide general administrative support for day-to-day operations
• Respond to telephone, in person or electronic enquiries
• Prepare correspondence, reports, statements, forms, applications, and other documents
• Process incoming and outgoing mail, manually or electronically
• Assist in preparing meeting agendas and record minutes
• Maintain inventory of office supplies
• Assist with other related administrative tasks as required

• Greet and assist patients as they arrive; ensure a lasting positive impression for them
• Responsible for optimizing the appointment schedule by ensuring the day is full, with limited gaps
• Effectively manage recall system and accurately maintain patient database
• Manage patient calls and inquiries about appointments, confirmations, amendments and cancellations
• Process referral letters and other patient correspondence upon receipt from provider; manage and file all patient records and charts

• Provide a broad range of administrative support and guidance for Student Life Programs and Services.
• Oversee several operational needs to support the advancement of our priorities, including general office support (e.g. submitting service orders, managing room bookings, ordering supplies and equipment); and special administrative projects (including the generation of routine reports and materials).
• Present a keenness to high quality customer service and partnership demonstrated by interacting knowledgeably and courteously with a variety of individuals including senior administrators, faculty, staff, students and community members.
• Carry out a broad range of duties while exercising tact, confidentiality, and good judgement.
• Adapt rapidly from one function to another while maintaining efficiency and accuracy, especially when several projects with varying timelines are in motion.
• Interface with systems to update information, pull reports, and make decisions in regards to program eligibility.

Administrative Coordinator

• Prepares written material for websites, publicity, and science education
• Prepares written and video material for the institute
• Website maintenance for the institute and lab
• Aids in grant-writing and editing
• Aids in figure preparation
• Aids in editing publications and writing
• Coordinates and organizes group events and/or events for the institute (e.g., workshops, visits from prospective staff, visits from other group partners and stakeholders, multi-day symposiums, etc.)
• Maintains and updates a social media presence on behalf of the institute and lab
• Tracks grant applications and ensures required actions are completed within timelines
• Ordering and receiving, as needed
• Coordinates travel details for the PI and other group staff/visitors including flights and hotels, arranges and coordinates itineraries
• Processes financial transactions (i.e., grant agreements, expense claims, credit card transactions, etc.) as needed
• Aids in preparation of Research Ethics Board paperwork for clinical samples and other paperwork as needed

• Create exceptional client experiences
• Welcome clients professionally and pleasantly at reception
• Answer internal phone calls
• Provide candidates with various forms to fill out before meeting with healthcare professionals and ensure everything is properly completed before authorizing their departure
• Work closely with the coordinator to ensure smooth operations and respect appointment times
• Deliver all files to medical staff for review and full medical assessment
• Communicate and collaborate with different internal departments to optimize processes and service delivery
• Prepare patient files according to established protocols based on the physician and nurses’ schedules
• Scan patient files into our DME system

Administrative Associate

• Provide administrative, operational, and coordination support to the National Partnerships team
• Support the day-to-day team operations, partner engagement activities, reporting, scheduling, financial administration, and cross-functional coordination
• Act as a skilled problem solver that thrives in a fast-paced environment and manage multiple priorities
• Lead and maintain the National Partnerships campaign and activation calendar to support planning, execution, and team alignment
• Coordinate internal meetings, agendas, timelines, project tracking, and follow-up actions across partnership activities
• Maintain Salesforce partner records, reporting data, SharePoint folders, and related documentation
• Monitor timelines, deliverables, and operational activities to ensure projects remain on track
• Support partner stewardship activities through coordination of communications, deliverables, campaign assets, and reporting requirements
• Help ensure timely responses to partner and member foundation requests and inquiries
• Identify opportunities to improve administrative processes, coordination practices, and overall team efficiencies

Administrative Coordinator, National Partnerships

• Provide administrative support to the Investment Advisor team
• Engage in administrative processes related to client files
• Conduct marketing and business development activities
• Connect personally with clients to enhance relationships
• Support Investment Advisors in responding to client requests

Administrative Assistant – Bilingual

• Work collaboratively with team members to provide comprehensive support for intake and request management
• Respond promptly to inquiries, consistently meet deadlines and promote cooperative working relationships across the firm’s departments and personnel
• Manage variations in workflow effectively with minimal supervision
• Oversee request handling, set work priorities and ensure proper coordination to complete tasks on time
• Answer questions about processes and assist timekeepers in resolving issues within their area of expertise and responsibility
• Liaise with other firm support resources and forward requests as appropriate to ensure efficient and appropriate use of resources
• Accurately track and follow up on requests in the workflow system
• Provide backup support within the Resource Center
• Continuously develop professional knowledge and technical skills through active participation with the team
• Share knowledge, information and provide mentorship to colleagues and team members to foster a positive, collaborative environment
• Maintain quality control of your own work by asking clarifying questions when needed and reviewing the work of others
• Provide support to lawyers in specific practice groups, as required, to maintain the firm’s Legal Support Services, ensure continuity of legal operations and uphold client satisfaction
• Perform other duties as required

Bilingual Legal Administrative Assistant

• Collaborating seamlessly with team members to provide comprehensive support in triaging and managing requests
• Displaying swift responsiveness to inquiries, consistently meeting deadlines, and fostering harmonious cooperation across various departments and individuals within the Firm
• Effectively managing workflow fluctuations with minimal supervision
• Overseeing the Intake process, prioritizing and coordinating work for timely completion
• Answering process related questions and helping troubleshoot timekeeper issues related to areas of expertise and responsibility
• Liaising with and directing requests to other Firm support resources as necessary to ensure efficient and appropriate utilization of resources
• Maintaining accurate updates in the workflow system to track and monitor requests
• Providing reliable backup support in the Resource Centre
• Continuously enhancing job knowledge and technical skills through active team participation
• Proactively sharing knowledge, information, and mentorship with stakeholders and team members to foster a positive and collaborative environment
• Performing quality control of own work, seeking clarification when necessary, and reviewing work of others
• Providing support to lawyers in specific practice groups as required in order to maintain the Firm’s legal support services ensuring continuous legal operations and client satisfaction

Legal Administrative Assistant

• Oversee and manage daily office operations and administrative functions
• Facilitate employee engagement survey and actions related to survey
• Maintain office supplies inventory and place orders as needed
• Maintain employee files and training records
• Manage vendor relationships, contracts, and service agreements
• Coordinate office maintenance, repairs, and facility needs
• Organize and schedule meetings, events, and appointments
• Ensure compliance with company policies and procedures
• Support onboarding and administrative HR tasks (e.g., employee records)
• Improve and implement office processes and procedures for efficiency

• Day-to-day administrative support for the Canadian Vice President & General Manager, and functional leads in Medical Affairs, Market Access, Commercial Operations, Marketing, as well as support for Canadian field teams
• Proactively manage calendar, appointments, and meeting requests through MS Outlook
• Communicate with Canadian leadership, external partners, and internal stakeholders to schedule and set up in-person and virtual meetings
• Participate in special projects and project management work as required by the business
• Contract coordination — support contract-related administrative tasks including document preparation, routing for signatures, and maintaining organized contract files
• Compliantly manage financial processes including purchase order creation and management, invoice payment, budget management and monitoring, and other necessary processes
• Contract creation, review support, lifecycle management, and tracking across internal systems
• Monitor contract timelines, ensuring renewals, expirations, and compliance requirements are proactively addressed
• Track invoices and honoraria and ensure timely payment
• Develop tracking mechanisms in Excel for external expense budgets in alignment with invoices
• Ensure adherence to compliance requirements for payment of honoraria and invoices as well as vendor contract management
• Manage and access necessary online portals/software (iCertis, Oracle, Veeva, OneDrive, Adaptive, SharePoint, Concur, Zoom, Microsoft Teams, etc.) and others as needed
• Conduct regular check-ins with other administrative personnel to optimize activity
• Coordinate interviews, onboarding, and hiring processes

• Carry out various secretarial activities, including writing, layout, updating, production and linguistic revision of information documents from the various sectors
• Carry out various administrative tasks related to internal management (sales follow-up, dashboard, expense account follow-up, inventory and material management, performance evaluations, etc.)
• Support the manager in the management and follow-up of his/her agenda, calls, emails and mail
• Prepare and attend various meetings, including those of the management committee. Write up the minutes and ensure the follow-up of these meetings
• Participate in the logistical organization of various events (team meetings, committees, assemblies, travel, public relations activities, etc.)
• Collaborate in the preparation of the annual budget and budget monitoring during the year (analysis and justification of variances).

• Oversee daily office operations to ensure a clean, organized, safe, and functional workspace
• Coordinate office maintenance and refurbishments, desk moves, and office layout changes
• Act as the first point of contact for office facilities and manage related matters
• Manage and purchase office supplies and equipment, ensuring consistent availability
• Support the Joint Health & Safety Committee (JOHSC) and ensure the workplace complies with health and safety regulations
• Provide administrative support across departments
• Coordinate onboarding and offboarding logistics
• Support recruitment coordination

• Prepare and format correspondence, reports and presentations in accordance with marketing standards
• Provide assistance in formatting financial statements and other documents using Caseview/Caseware
• Complete conflict check process from beginning to end including tracking
• Manage work in process for a number of billing partners and managers
• Calendar management including scheduling meetings, catering, off site and on site meetings
• Meeting planning and coordination for internal and external clients
• Ensure file integrity, management and back up digitally and physical copies
• Prepare corporate T2 assemblies and assist with T1 assembly during tax season
• E filing T2’s, T1’s and trusts returns
• Manage billing, client invoices, and internal expenses for the advisory function
• General office support as needed and shared reception duties

• The People & Culture Assistant offers a friendly and supportive first point of contact for members of our team with HR related inquiries, as well as for candidates interested in joining our organization.
• Provide empathetic, professional, and helpful support in a timely manner.
• Instrumental part of the external recruitment process, posting opportunities as they come available, screening applications.
• Coordinate selection and onboarding activities, creating profiles for new hires in HRIS (BambooHR) and benefits platforms.
• Update records for existing team members, approve leave requests, and answer inquiries about policies, procedures, or benefits offerings.
• Support ongoing processes such as recognition activities, annual performance reviews, code of conduct sign-offs, and engagement surveys.
• Participate in organizing events, celebrations, and activities that help to make this a Great Place to Work.

People & Culture Administrative Assistant

• Assist with the administration of standard monthly payments and vendor setup processes
• Prepare and process Electronic Funds Transfer (EFT) documentation for approval
• Coordinate and prepare EFT payments for recurring monthly invoices
• Verify invoice approvals and follow up where required
• Track corporate credit card transactions and assist with monthly reconciliations
• Maintain organized financial records and documentation
• Assist with employee benefits enrolment and related documentation
• Support onboarding processes, including preparation and collection of required paperwork
• Maintain onboarding and probation tracking calendars for managers
• Coordinate reminders for benefits and pension enrolment deadlines
• Track office and kitchen supply inventory and prepare order lists
• Support general office organization and tidiness
• Maintain organizational calendars, including holidays and office closures
• Provide general administrative support as required

• Deliver flexible, reliable, and consistent administrative and client services support to multiple team members.
• Manage calendars, correspondence, meeting rooms, and travel arrangements.
• Manage sensitive and confidential information with tact and discretion.
• Update, maintain, and archive electronic files, documents, tracking logs, databases, and reports.
• Assist Client Services with frequent event coordination.
• Edit and proof documents and presentations including contracts, design packages, agendas and meeting packages.
• Assist with formatting letters, fee proposals, and sub-consultant agreements.
• Assist Project Managers with resource management data entry.
• Cover front desk duties during lunch breaks and vacations.
• Provide an extra set of hands during events and busy periods.

Junior Administrative Assistant

• Provide flexible, reliable administrative support to Partners and their project teams, adapting quickly as priorities shift
• Coordinate with administrative team members to balance workloads, share coverage, and align on studio priorities and service standards
• Manage frequently changing calendars; coordinate travel; and prepare expense claims
• Provide administration and project management coordination support (meeting logistics, action tracking, document control, and meeting minutes) to keep teams organized and informed
• Exercise sound judgment, anticipate needs, and work independently - knowing when to escalate, ask questions, or bring stakeholders together
• Edit, format, and proofread documents and presentations (contracts, proposals, and reports) with a high level of accuracy and attention to detail
• Handle sensitive and confidential information with tact, professionalism, and discretion
• Partner with the team to plan, coordinate, and set up internal and external meetings and studio events
• Provide occasional front desk coverage as needed and offer additional on-site support during busy periods and events

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