Key Responsibilities
1. Workforce Analytics, Headcount & Recruitment Tracking Headcount Reporting & Data Maintenance: Maintain and update real-time department headcount trackers capturing key attributes: employment category (FTE, Consultant, Graduate, Intern), gender diversity, skill sets, years of experience, PTS IDs, anniversary dates, seat/locker allocations, and special preferences. Generate month-over-month headcount trend reports, contractor vs. FTE ratios, and attrition analytics. Track and document attrition reasons and market transition insights (e.g., via qualified networks). Recruitment & Pipeline Monitoring: Track recruitment pipelines and open requisitions in coordination with Talent Acquisition/HR and management (minimum twice-weekly status cadence). Compile monthly and year-to-date (YTD) hiring metrics, promotion tracking, and rotation schedules for graduates/interns. Contractor & Contingent Worker Oversight: Monitor contractor tenures, vendor IDs, and contract end dates on a monthly basis utilizing Tableau and internal reporting systems to ensure timely extensions or offboarding. 2. Onboarding, Offboarding & Resource Lifecycle Management New Hire Onboarding: Coordinate end-to-end onboarding for FTEs, contractors, graduates, and interns from pre-hire documentation to Day-1 login readiness. Prepare welcome packages, ensure hardware/stationery provisioning, coordinate locker assignments, and schedule orientation check-ins. Offboarding & Departures: Execute standard departure protocols upon employee resignation or contract completion (e.g., locker clearances, equipment returns, access de-provisioning). Process Documentation: Author, maintain, and quarterly review step-by-step Standard Operating Procedures (SOPs) for recruitment workflows, onboarding checklists, and departure processes. 3. Executive Support, Presentation Design & Meeting Management Leadership Presentations & Monthly Updates: Design, curate, and format monthly executive decks and operational updates for department leadership. Coordinate and assemble presentation decks for Department Town Halls and site-wide forums. Meeting & Calendar Administration:



Maintain comprehensive annual site calendars incorporating performance review cycles, Town Halls, leadership visits, and key organizational milestones. Coordinate high-impact meetings, agendas, logistics, and document concise Minutes of Meeting (MoM) with actionable follow-ups. Travel & Expense Management: Arrange domestic and international travel itineraries, accommodation, and handle prompt expense reconciliation and submission. 4. Site Logistics, Compliance & Office Administration Office & Supplies Management: Supervise inventory, procurement, and distribution of office stationery, technical accessories, and specialized team supplies. Oversee physical locker allocation, auditing, and maintenance. Visitor Management: Coordinate visitor logistics, security badge clearance, executive escort protocols, and meeting space arrangements on a weekly/bi-weekly schedule. Compliance, Licenses & Administrative Tracking: Track mandatory compliance training completion, software license renewals, and CMP (Compliance Management Platform) requirements. 5. Team Engagement, Communications & Site Culture Internal Communications & Community Management: Administer and curate content for internal SharePoint portals and enterprise collaboration channels (e.g., Collaborate/Teams) on a weekly basis. Manage quarterly and monthly milestone celebrations, including employee service anniversaries and team achievements. Event Coordination & Cultural Initiatives: Plan, organize, and execute monthly team engagement activities, team-building sessions, and social events. Drive participation and logistical execution for site events such as Hackathons, Women in Tech forums, and Diversity & Inclusion initiatives.



Coordinate the annual nomination and tracking cycle for leadership and talent programs (e.g., VP Development program). 6. Distribution Lists & Access Governance Maintain, reconcile, and audit departmental email distribution lists (DLs) for FTEs, Consultants, Graduates, Voice of the Employee (VOE), and Site-wide groups. Partner with engineering/automation teams to identify opportunities to automate distribution list synchronization based on resource movement. Required Qualifications & Competencies Experience & Education

Experience:
4+ years of relevant experience in a Project Management, Department Administrator, or Business Management Support role, preferably within a large corporate or financial technology environment.

Education:
Post-secondary diploma or Bachelor’s degree in Business Administration, Communications, Human Resources, or related field (or equivalent practical experience). Technical Skills MS Office Suite: Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, charts, data organization), PowerPoint (executive deck creation), Word, and Outlook. Collaboration & Portal Tools: Hands-on experience managing and publishing content on Microsoft SharePoint, MS Teams, and enterprise social/collaboration platforms. Reporting & Dashboards: Familiarity with business intelligence tools (e.g., Tableau, Power BI) and corporate workforce management systems (e.g., Workday, Fieldglass, ServiceNow, or internal ERP systems). Professional & Interpersonal Attributes Organizational Excellence: Exceptional multi-tasking skills with the ability to prioritize competing deadlines in a fast-paced technology environment. Data Accuracy & Discretion: High attention to detail and rigorous commitment to handling confidential personnel and financial data with integrity. Communication

Skills:
Strong verbal and written communication skills suitable for interfacing with senior executives, engineering leads, vendors, and external visitors. Proactivity & Initiative: Self-starter capable of working autonomously, optimizing existing administrative workflows, and driving continuous improveme

📌 Project Administrative Assistant (Mississauga)
🏢 Open Systems Technologies
📍 Mississauga