About Us: The Administrative Alliance is a division of The Mason Group. We are a team of recruitment experts with over 60 years of combined experience and are skilled at matching administrative professionals with their career goals.

For additional information, please visit our website at: https://www.masongroup.ca/administrativealliance/

Job Overview

Our client is looking for a highly organized, proactive and detail-oriented Department Administrator to provide administrative, financial and project coordination support to a busy department.

This is an excellent opportunity for someone who enjoys taking ownership, improving processes and working with a variety of internal and external stakeholders. The successful candidate will be a key point of contact for the department and will play an key role in ensuring day-to-day operations run smoothly and efficiently.

Key Responsibilities

- Manage schedules and coordinate departmental meetings, special events, off-sites and other activities, including meeting room bookings, facility set-up, invitations, catering and other logistics.
- Prepare meeting agendas and presentations, take meeting minutes, track action items and follow up to ensure completion.
- Provide administrative support for financial activities, including budgeting, expense tracking, invoice processing and monthly operating expense reporting.
- Prepare and process requisitions, releases, payments and expense reports.
- Coordinate and support a variety of departmental projects, including event planning, contract administration and other special initiatives.
- Build and maintain strong working relationships with internal and external stakeholders.
- Respond to internal and external inquiries,



providing assistance or directing requests to the appropriate individual or department.
- Act as an ambassador for the department, providing a professional and consistent experience for employees, leaders, vendors and external stakeholders.
- Maintain accurate and well-organized departmental records using SharePoint and other records retention systems, in accordance with company policies and procedures.
- Ensure documentation and files are easily accessible, organized and maintained appropriately.
- Provide general administrative and operational support as required.

What We're Looking For

- 3+ years of experience in an administrative, departmental coordination, office management or similar role.
- Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
- Excellent attention to detail and accuracy.
- Strong written and verbal communication skills.
- Professional and confident when dealing with leaders, vendors and external stakeholders.
- Demonstrated ability to take initiative and identify opportunities to improve processes.
- Experience coordinating meetings, events, projects and logistics.
- Comfortable working with financial information, expense reports, invoices and budgets.
- Strong proficiency with Microsoft Office, including Word, Excel, Outlook and PowerPoint.
- Experience with SharePoint or other document/records management systems is an asset.
- Ability to work independently while also being a collaborative team player.
- A proactive, solutions-oriented approach with a high level of professionalism and discretion.

Pay: $30.00-$35.00 per hour

Benefits:

- On-site parking

Work Location: Hybrid remote in Mississauga, ON L4V 1T1

📌 Administrative Assistant (Canada)
🏢 The Administrative Alliance
📍 Canada