Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates need standard educational qualifications such as a College, CEGEP or other non-university certificate or diploma from a program of 3 months to less than 1 year
Experience: Candidates should have experience of 7 months to less than 1 year
Area of specialization: Correspondence, Reports and records, Statistics, and Charts, tables, graphs, and diagrams

Location: 2550 Victoria Park Avenue, ON North York, ON M2J 5A9
Shifts: Day, Early Morning, Morning

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 arrange and coordinate seminars, conferences, etc., assign, coordinate, and review projects and programs, and record and prepare minutes of meetings, seminars, and conferences
• The candidates should be able to schedule and confirm appointments, manage contracts, and answer the telephone, relay telephone calls and messages, and answer electronic inquiries
• The candidates should be able to plan, organize, direct, control, and evaluate daily operations, arrange travel, related itineraries, and make reservations, and perform data entry

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]

Requirements:

Languages: Candidates must have knowledge of the English Language.

Education: Candidates need standard educational qualification such as secondary (high) school graduation certificate
Experience: Candidates need an experience of 1-2 years
Computer and Technology Knowledge: MS Office

Location: 67 Scarsdale Road, North York, ON, M3B 2R2
Shifts: To be determined

Physical Requirements:

• The candidate should be perform repetitive tasks and pay attention to detail

Other Requirements:

• • The candidate should be accurate and be able to multitask

• The candidate should have an excellent written communication skills and work in a flexible environment
• The candidate should be able to work in an organized way and be someone who can be relied on

Responsibilities:

• The candidate should be able to arrange and coordinate seminars, conferences, etc. also record and prepare minutes of meetings, seminars and conferences
• The candidate should be able to determine and establish office procedures and routines also schedule and confirm appointments
• The candidate should be able to answer telephone and relay telephone calls and messages also answer electronic enquiries
• The candidate should be able to order office supplies and maintain inventory also arrange travel, related itineraries and make reservations
• The candidate should be able to open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information also set up and maintain manual and computerized information filing systems
• The candidate should be able to type and proofread correspondence, forms and other documents

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]

Status: Contract (24-months)   
Working Conditions: On-Site     
Education Level: Post secondary diploma/degree in Business Administration, Communications, or a related field preferred.
Base Location: Pickering, ON 
Shifts(s): Days
Travel: None
Deadline to Apply: September 17, 2024
Salary Range: $54,000.00 - $82,000.00 Per Year

Ontario Power Generation (OPG) is looking for a dynamic, strategic and results-driven professional to join our team in the role of Executive Administrative Assistant located in Pickering, Ontario.

Reporting to the VP, Major Projects, the Executive Administrative Assistant is accountable for performing secretarial and administrative support services relating to the overall administrative operations.

This is an exciting opportunity to work in an environment where you will contribute to OPG’s public outreach, engagement and education efforts as part of the company’s commitment to growing its social license. 

KEY ACCOUNTABILITIES 
 

• Prepare and manage the administration of correspondence covering a broad array of subject matter including reports and statistical data, labour relations material including bargaining agenda material, grievances and arbitrations, submissions for approval, response to criticisms and complaints and general administration. 
• Schedule and make all necessary arrangements for meetings and conferences such as the preparation and distribution of agenda and handouts, acquiring of meeting room, accommodation, notification of participants, arranging for audiovisual or other equipment, preparing and issuing meeting notices, typing of minutes of the meeting covering numerous items such as labour relations, negotiations, organization structure, staffing etc.
• Make all necessary travel and accommodation arrangements for Supervisor and staff, following appropriate travel policies, including obtaining appropriate approvals for out of province and out of country travel.
• Participate with Supervisor in the setting of priorities and the scheduling of his/her work projects and activities, advising relative to status of current work, target dates, scheduled action/meetings etc., and other related demands on Supervisor's time. 
• Establish and maintain physical and electronic records for exclusive use of the Supervisor. Manually, file materials in accordance with a prescribed filing system assigning location codes; extract files or file content upon request of Supervisor and maintain record of removed files, etc.
• Receive and process information from others in the form of periodic routine reports, administrative forms or other routine format covering a broad array of subject matter such as time reporting, work project control, personnel/labour relations activities, budget feedback, performance/disciplinary matters or reviews, vacation requests etc. Consolidate, compile, prepare required forms, summaries etc. and/or take required routine actions to implement results.
• Prepare schedules for the receipt of important approval documents to fit in with schedule of Board meetings, Executive Office meetings, Supervisor's schedule etc. and oversee the flow of approval documents through the process. 
• Perform a liaison function between Supervisor and others to pass along Supervisor's instructions to staff/clients, etc., to provide advice as to Supervisor's expectations, to expedite work as necessary to achieve deadlines, and to maintain continuity of objectives and practices across organizational lines. Perform liaison services with various Corporate groups such as, those involved in budget preparation and control, performance pay, records management, etc., attending meetings and providing feedback to Supervisor and/or staff regarding requirements or changes to requirements.
• Arrange for the provision of relief when on vacation or during other types of prolonged absence and for periodic assistance to deal with high workload situations. 
• Other Duties as Required

EDUCATION
 

• Post secondary diploma/degree in Business Administration, Communications, or a related field preferred.

 
QUALIFICATIONS
 

• Minimum of 3-5 years of experience in an administrative assistant or executive administrative assistant role supporting senior-level management
• Excellent communication and interpersonal skills
• Strong proficiency with Microsoft Office suite, including Excel, Word, and PowerPoint
• Strong organizational skills and attention to detail
• Ability to work independently and handle multiple priorities with strong time management skills
• Ability to maintain strict confidentiality and handle sensitive information with professionalism and discretion

The successful candidate will exhibit uncompromising integrity and commitment to upholding corporate values, and the OPG Code of Business Conduct.

What Makes a Career at OPG Different?

As Ontario’s largest clean energy generator, we’re building, expanding, and innovating the equipment and technology that keeps Ontario powered with clean, reliable energy. 
At OPG, our values are our strengths.  They are fundamental truths about our organization that don’t change:  
Safety – it’s our business
Integrity – always lead with integrity
Excellence – never satisfied with good enough 
Inclusion – working together for powerful outcomes
Innovation - creativity accelerates possibility

Here's why OPG might just be the ideal workplace for you:
•    Exceptional range of opportunities province-wide
•    Long-term career growth and development opportunities
•    Electricity is vital to the province and OPG’s clean electricity is helping decarbonize other sectors.

Our promise to you:
•    We care about the safety and the well-being of our employees. It is our utmost priority.
•    A supportive work environment where you can be your best every day.
•    Opportunities to stretch and develop.
•    Offer different ways for you to give back to communities where we operate.
•    Partner with Indigenous communities and support local businesses.
•    We support employment equity, diversity and inclusion.

Are you ready to start a career that has the power to electrify life on and off the job? Apply now.

We are searching for a Full Time Administrative Coordinator to join our Transitional Care Centre team based in Bedford, Nova Scotia. 

The transitional care model supports patients/families who require additional time, services, and support to transition back to home/community, by providing an alternate space with intentional programming, building design, and resource allocation to increase the probability of returning to their previous living situation.
The Administrative Coordinator is integral in managing the clerical duties required to support the admission, inpatient stay, and discharge processes required to support patient’s transition home.
Meaningful Benefits 

You will be surrounded by supportive and talented team members who make our communities great places to live, work and visit. As an established and respected organization in the healthcare sector, Shannex offers opportunities for growth, development and advancement. And at the end of every day, you will know you’ve made a measured difference in the lives of our patients.

Additional benefits include:
•    Comprehensive health and dental benefits plan (eligible immediately upon hire for part-time & full-time staff) including an Employee and Family Assistance Program 
•    RRSP Program (5% employer match) or pension plan 
•    Vacation accrual begins immediately and travel insurance
•    Access to virtual healthcare 24/7 for FREE through Consult Plus 
•    Free onsite parking
•    Access to thousands of perks vendors and discounts through our WorkPerks program, including excellent discounts for apparel, restaurants, technology, fitness, travel, and tickets to some of your favorite sports and entertainment events
•    Access to continuing education and training through Shannex’s Centre of Excellence
•    Opportunities to be part of sector innovation and continuous improvement initiatives 
•    Recognition and Rewards for service excellence and safety

About the Opportunity
•    Manages clerical aspects of the admission, discharge, and transfer processes.
•    Receives and routes telephone calls, greets and directs visitors as appropriate; provides routine information and responds to inquiries from clients, visitors, and staff; refers to appropriate person as necessary. 
•    Maintains and distributes all nursing forms. 
•    Prepares photocopies and facsimiles and operates a variety of office equipment; maintains and distributes office supplies. 
•    Establishes, maintains, processes, and updates files, records, and other documents, including master lists, client admissions/ transfers / discharges; maintains client discharge files. 
•    Monitors fire alarm panel, security alarm panel and front door and follows safety and security duties as per facility policy. 
•    May book medical appointments and arranges transportation.
•    Ensures client safety by following and applying all standard operational procedures, safe work practices and training provided.
•    Prepares requisitions for diagnostic and therapeutic services for patients and coordinates appointments with other departments.    
•    Accepts and schedules appointments, makes appropriate entries, completes required hospital forms, and notifies appropriate staff; 
•    Routes records/requisitions to departments as required to diagnostic and treatment procedures or consultation. 
•    Uploads all reports on chart. 

About You
•    High School Diploma or equivalent
•    A graduate of an approved 2 year Office Administration / Professional Secretarial diploma or university degree (i.e., Bachelor of Secretarial Science)
•    Medical Terminology 
•    Previous experience working in a health field is considered an asset 
•    Ability to type 80 words per minute;
•    Knowledge of general office procedures and equipment; 
•    Ability to operate personal computers including various software packages including Word, Excel, Power Point, MS Publisher and various database software applications;
•    Ability to maintain confidentiality of records and information; 
•    Asset: 5 years of related experience?and possess essential secretarial skills, a strong sense of responsibility and confidentiality

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
 We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO is a requirement
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

WHAT’S IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.

#LI-Onsite #LI-HA1

#SWM

As a Receptionist/Branch Operations Assistant, you will be in a highly visible role and the first point of contact for clients. You will contribute to the overall success of Scotia Wealth management’s multiple business lines and other Bank Partners, by greeting and directing clients; taking and relaying messages and responding to and actioning client requests.
   

IS THIS ROLE RIGHT FOR YOU 
In the role you will: 

• Create a positive and welcoming initial first impression representing Scotia Wealth Management (SWM)
• Coordinate internal communication to staff
• Organize and maintain various filing systems and office supplies
• Manage and maintain meeting rooms schedule, incoming and outgoing correspondence, and communal kitchen
• Act as the liaison with the Helpdesk and the Branch Training and Support Team to ensure efficient resolution to all issues
• Process cheques and documentation received by clients
• Complete all non online account management and shareholder communication
• Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems, and knowledge.

DO YOU HAVE THE SKILLS

We would love to work with you if you have: 

• Superior customer service skills
• Financial Industry experience
• Strong organization with the ability to manage multiple priorities
• Strong written and oral communication skills

WHAT'S IN IT FOR YOU 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers.  
• An organization committed to making a difference in our communities– for you and our clients. 
• An inclusive working environment that encourages creativity, curiosity and celebrates success.  
• Learning and Development – free access to Scotia Academy to upskill and develop your skills 

#SWM

Job ID: 55476
Job Category: Project Management
Division & Section: Toronto Emergency Management, Toronto Emerg Mgmt Special Projects
Work Location: 703 Don Mills Road
Job Type & Duration: Full-time, Temporary (16 months, approximately)
Salary: $86,716.00 - $112,255.00
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1 
Posting Period: 09-Jun-2025 to 23-Jun-2025

Ready to take your career to the next level? Toronto Emergency Management (TEM) wants you on our team! We’re seeking an action-driven professional ready to take a critical role in event coordination. As a Project Coordinator, you’ll be at the heart of the City’s emergency management program—helping to prevent, mitigate, prepare for, respond to, and recover from incidents. You’ll work closely with City divisions, public agencies, NGOs, and private sector partners to keep Toronto safe. Plus, you’ll play a key role in major event emergency planning, including preparations for the FIFA World Cup 2026.

Job Summary

To provide coordination and strategic support on a range of divisional projects, initiatives, and issues, and to support the strategic goals and objectives of the Toronto Emergency Management Division.

The successful candidate will have a primary role with the implementation of Emergency Management projects, processes and structures. The candidate will support as an independent contributor or in cooperation with stakeholders and partners required for planning and operations of the FIFA World Cup 2026 games from an emergency management perspective.

Major Responsibilities

• Provides reccomendations to divisional management to enhance service delivery relating to the FIFA World Cup 2026 by supporting core management functions and identifiying opportunities for service optimization, business process simplification, alternative service deliverly models, staffing adjustments, restructuring, and resource allocation. 
• Identifies priorities and develops appropriate responses within the Division on issues related to FIFA World Cup 2026.
• Participates on Incident Management Teams as needed to support Emegency Operations Centre activations.
• Creates and manages project information including staus dashboards to internal and external partners and leadership.
• Supports the development and management of a common operating picture for FIFA World Cup 2026 within a geospacial environment. 
• Recommends and implements detailed plans, policies and procedures regarding program specific requirements.
• Conducts research into assigned area ensuring that such research considers developments within the field, corporate policies and practices, legislation and initiatives by other levels of government.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Manages assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Deals with confidential matters on event specific operations.
• Leads and coordinates the divisional response for corporate special projects/programs assigned by the Manager in support of the Director as needed.
• Recommends and implements security practices, privacy and quality assurance requirements consistent with MFIPPA and corporate standards regarding storage and processing of records.
• Develops and coordinates the records management storage and file plan for the Division / Unit.
• Liaises with divisional budget, accounting and administrative staff.
• Represents the division on Departmental and Corporate workgroup and committees.
• Monitors changes to corporate policies and procedures and determines impact on divisional operations.
• Coordinates and maintains ongoing tracking and follow up on Service Area directives.
• Prepares regular reports with trend analysis to Divisional Management Team on issues pertinent to the unit.
• Coordinates completion of divisional work plans with divisional staff.
• Prepares documents for Divisional Management by conducting research, analysis and scrutiny of all applicable materials.
• Attends meetings on behalf of the Manager, when requested.
• Makes presentations to senior divisional staff ensuring information on divisional and corporate initiatives and policies is disseminated/understood.
• Communicates regularly with all operating areas of the division to assist with issues affecting the division, informs Manager and provides support to the Director on issues that require divisional coordination and policy rollout.
• Researches and reports on a range of new projects and initiatives as they arise.
• Develop reports for Council and Briefing Notes for Senior Leadership Team.
• Prepares formal contractual documents such as Request for Information/Proposal/Quotation (RFI/P/Q) and oversees professional services contract(s) to deliver community consultation, focus group, and market research goals within FIFA/Host City Agreements and City objectives.
• Maintains partnerships with various City Services including Police, Fire, Paramedics, TTC, and other City divisions and agencies as needed relating to project goals and objectives.
• Manages assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Acts as a resource person for inquiries about the City's games/events structures, responsibilities and activities.
• Assists the Manager and Director with end-to-end project planning, coordination, implementation, administration and evaluation of short and long-term corporate initiatives related to the games/events.
• Updates documentation regularly to support the operations of the Division,
• Monitors corporate and divisional games/event activities against objectives, timelines and milestones to support planning and operations.

Key Qualifications

1. Post-secondary education in emergency management, business administration, project management, public administration, public safety, special event management, or a related field, or an equivalent combination of education and experience. Emergency management education and/or a PMP designation will be considered an asset.
2. Experience with project coordination including developing and managing project plans, timelines, and deliverables (e.g. statements of work, project charters, timeline development, RACI matrix, scoping criteria, etc.). Ability to work within integrated teams, manage competing priorities, tracking progress, and communicate results in fast-paced, deadline-driven environment.
3. Experience supporting large-scale events. An understanding of the unique safety and security planning elements, operational, and logistical challenges associated with high-profile events in a complex urban environment.  Experience with coordinating sporting events is considered an asset.
4. Practical experience interpreting and communicating geospatial data for planning and operational decision-making, mapping, spatial analysis, common operating picture development for situational awareness. Experience using geospatial platforms such as ESRI ArcGIS (or similar) would be considered a strong asset. 
5. An understanding of emergency management legislation, principles, systems, and frameworks. Familiarity with emergency operations centers, incident management systems, and coordination with public safety agencies would be considered an asset.
6. Considerable experience working with word processing, spreadsheet, presentation applications including project management solutions.
7. Excellent verbal and written communication skills, with the ability to present complex information clearly and confidently to a range of audiences including clients, staff, agencies, senior management and government official/politicians.
8. Considerable experience with issues management and in the resolution of contentious issues that require superior analytical, conflict resolution, interpersonal and problem-solving skills.
9. Strong interpersonal skills and a team-oriented mindset.
10. Ability to exercise independent judgment and discretion in handling matters of confidential, proprietary or sensitive nature.
11. Superior customer service skillset and the ability to effectively manager stakeholder relationships.
12. Ability to work in a highly demanding and fast paced work environment.
13. Familiarity with government legislation pertaining to occupational health and safety and other relevant government legislation including the Emergency Management and Civil Protection Act, Municipal Freedom of Information Act and the Accessibility for Ontarians with Disabilities Act.

Information Session

If you are interested in learning more about the Project Coordinator role within Toronto Emergency Management, you can participate in a virtual MS Teams information session on June 18, 2025 from 6:30pm – 7:30pm. You will have the opportunity to ask questions related to the position, working for the City of Toronto's Toronto Emergency Management division as well as the City's application process.

Please register to participate in the information session using this link: Information Session Link - PROJECT COORDINATOR FIFA WORLD CUP 2026 - 55476

Your name and email are required for registration, but they will remain private during the session.

A Qualified List of candidates will be established for the Project Coordinator position in the Toronto Emergency Management Division and will be in effect for 2 years from the date the list is created. Qualified candidates on the list may be considered when filling future permanent and/or temporary vacancies in this position.

Notes:

• Applicants are required to demonstrate in their resume that their qualifications match those specified in the job posting.
• If selected for a temporary position, employee's placement is conditional on the approval of his/her executive director/general manager or designate
• Temporary and fixed-term part-time non-union employees will be reassigned to this position
• In accordance with the City's Acting Assignment policy, if the posted non-union temporary position becomes permanent, it may not be reposted

• Job ID: 56454
• Job Category: Administrative
• Division & Section: Customer Experience
• Work Location: Metro Hall, 55 John Street
• Job Type & Duration: Full-time, Permanent Vacancy
• Salary: $73,495 - $96,567
• Shift Information: Monday to Friday, 35 hours per week (Hybrid, 3 to 4 days per week in person) 
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 02-June-2025 to 16-June-2025

As the Administrative Assistant to the Executive Director Customer Experience, you will work in a senior-management environment where your executive-level administrative skills will be relied upon daily to deliver top quality support in a fast-paced and complex municipal government setting. Your excellent communication skills, combined with your customer service focus, diplomacy and tact, will ensure you are a valued member of the team that is responsible for developing and implementing a social inclusion and community safety and engagement agenda as well as providing CSS financial and administration oversight.

Major Responsibilities:

Your primary responsibilities as an Administrative Assistant 1 will focus on providing a full range of specialized administrative support to assist with the day-to-day management control, operations and coordination of complex projects and/or program related functions in the office of the Executive Director, specifically:

Office Administration

• Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, phone calls, and initiates responses.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests from the Mayor's office, city councillors, and the Chief Administrative Officer and department staff.
• Co-ordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff. Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division/s. May direct and train, on a daily basis, clerical support services on divisional processes and procedures.
• Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
• Responds and helps resolve issues of upset and concerned clients seeking redress.
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination. May attend and take minutes at grievance hearings.
• Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines. Proof-reads own and other's material.
• Monitors all key reports required for committees and council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations. Identifies issues and initiates responses.
• Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.
• Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
• Co-ordinates labour disruption plans.
• Co-ordinates and maintains the records management system.
• Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
• Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
• Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices. Prepares complex calculations and analysis of data. Monitors expenses and participates in compiling data for forecasting and budgeting. Prepares correspondence.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems.
• Prepares presentation materials.
• Attends various meetings, events, hearings, and acts as the unit representative.
• May review applications from the public and handle special projects.
• Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, foodservices, printing of conference materials, registration. Takes/transcribes minutes and follows-up taking action when necessary.
• Maintains petty cash.
• Monitors tracks and reports attendance management.
• Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.

Qualifications

1. Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience working in a customer service environment with experience in Service industry organizations
3. Considerable experience in the preparation, drafting and editing standard correspondence and complex reports, presentations, agendas, correspondence, meeting minutes, follow-ups, charts and tables.
4. Considerable experience working with confidential materials/information for senior management staff.
5. Considerable experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
6. Very strong analytical and problem-solving skills.
7. Ability to prioritize multiple tasks and manage interruptions, to assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the Division.
8. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, deal with conflicting priorities and work demands.
9. Considerable knowledge of municipal operations that may include but is not limited to council proceedings and Freedom of Information.
10. Ability to work independently, in a politically sensitive environment, using sound judgement.
11. Ability to provide work direction to other support staff.
12. Ability to research and prepare information in a timely manner.
13. Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
14. Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.
15. Excellent communication skills, both orally and in writing. A strong command of grammar and writing skills for the purpose of proof reading and editing.
16. Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.
17. Must be resourceful, adaptable and possess a high degree of initiative.
18. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

CIBC’s Wood Gundy team  is the full-service brokerage division of CIBC serving our high net worth clientele. As an Administrative Assistant you will be responsible for providing administrative support to the Investment Advisor team in our Wood Gundy brokerage. You’ll work closely with the team of Advisors as they plan and manage client investments. You’ll play a key part in supporting and servicing high net worth client accounts. You’ll provide ongoing support to a team that goes above and beyond for their clients.  This position is a great opportunity to learn the investment business in a professional, dynamic work environment with one of Canada's leading Brokerage.

At CIBC we enable the work environment most optimal for you to thrive in your role. To successfully perform the work, you’ll be on-site.

How you'll succeed

• Administrative Support - Maintain compliance standards in client dealings/client files. Conduct administrative activities and engage in administrative processes associated with supporting the IA(s) and teams. Engage in all marketing and business development activities and assist in the development of investment plans and written proposals for prospects and clients. As determined by the IA, assist in processes to direct assets into suitable financial products based on the client’s risk reward tolerances and demographic profile.

• Client Engagement - Connect on a personal level to make every interaction meaningful. Enhance relationships by collaborating with your team and providing administrative support to ensure client needs are met. Respond to requests by answering questions and providing an exceptional experience.

• Relationship Building - Heighten CIBC brand awareness in your community by attending local events and participating in marketing and outreach activities. Grow your network to create lasting connections that will generate future opportunities. Work closely with your team to connect clients with the right opportunities.

• Organizational Skills - Support Investment Advisors by providing timely responses to client requests and maintaining compliance standards in all files. Enable team success by improving team productivity, proactively uncovering business opportunities, and helping to direct assets into the right financial products.

Who you are

• You put our clients first. You engage with purpose to find the right solutions. You go the extra mile, because it’s the right thing to do.

• You engage with your heart and mind. You care about people and understand different perspectives. You listen and learn from the experiences of others.

• You understand that success is in the details. Your critical thinking skills help to inform your decision making.

• You’re passionate about people. You find meaning in relationships, and surround yourself with a diverse network of partner. You build trust through respect and authenticity.

• Values matter to you. You bring your real self to work and you live our values - trust, teamwork, and accountability.

What CIBC Offers

At CIBC, your goals are a priority. We start with your strengths and ambitions as an employee and strive to create opportunities to tap into your potential.

• We work to recognize you in meaningful, personalized ways including a competitive compensation, a banking benefit*, wellbeing support and additional offers such as employee and family assistance programs and MomentMakers, our social, points-based recognition program.

• Our spaces and technological toolkit will make it simple to bring together great minds to create innovative solutions that make a difference for our clients.

*Subject to program terms and conditions

What you need to know

• CIBC is committed to creating an inclusive environment where all team members and clients feel like they belong. We seek applicants with a wide range of abilities and we provide an accessible candidate experience. If you need accommodation, please contact [email protected]

• You need to be legally eligible to work at the location(s) specified above and, where applicable, must have a valid work or study permit

• We may ask you to complete an attribute-based assessment and other skills tests (such as simulation, coding, French proficiency, MS Office). Our goal for the application process is to get to know more about you, all that you have to offer, and give you the opportunity to learn more about us.

Expected End Date

2025-08-29

Job Location

Toronto-181 Bay St. 6th

Employment Type

Temporary (Fixed Term)

Weekly Hours

1

Skills

Accountability, Activity Coordination, Communication, Interpersonal Communication, Multitasking, Office Administration, Organizational Efficiency, Personal Initiative

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  

IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

DO YOU HAVE THE SKILLS
We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHAT’S IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills
  #LI-Onsite #LI-HA1

• Job ID: 56101
• Job Category: Administrative
• Division & Section: People & Equity, Employee Relations
• Work Location: Metro Hall, 55 John Street, Toronto, M5V3C6.
• Job Type & Duration: Permanent, Full-time Vacancy 
• Salary: $73,495.00 -$96,567.00, TX0002, Wage Grade 5.0.
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 15-May-2025 to 29-May-2025
•  

Are you a detail-oriented and organized individual who excels in a dynamic environment? If so, we invite you to explore this exceptional full-time, permanent opportunity within the People & Equity Division, Employee Relations. We are currently seeking an Administrative Assistant 1. The ideal candidate will be proactive, adaptable, with the ability to shape this new role and bring fresh insight to the office of the Executive Director, Employee Relations.

You will work in a senior-management environment, providing essential administrative support to the Executive Director, Employee Relations. Your executive-level administrative skills will be relied upon to provide top quality support to senior leadership in a fast-paced and complex municipal government setting. Your responsibilities as an Administrative Assistant 1 will focus on creating new processes for managing the Executive Director’s office, Council/Committee agenda management and protocol, as well as the management of correspondence and briefing materials. Your excellent communication skills, combined with your customer service focus, judgement, diplomacy and tact, will ensure you are a valued member of the team that is responsible for the provision of centralized administrative support to the operations of the Employee Relations section with the People & Equity Division. 

By joining our team, you will work in the culture that emphasizes continuous learning and collaboration and champions equity, diversity, and respectful workplaces.

This is a hybrid role with flexible in-office days, requiring, on average, a minimum of three (3) days per week in-office (subject to change).

 

Major Responsibilities:

• Provides senior level administrative support to the Executive Director. Reviews and directs incoming correspondence, phone calls, and initiates responses/follow-ups.
• Manages and schedules daily appointments and activities; arranges meetings and business travel for the Executive Director, Employee Relations. Maintains calendar of the Executive Director, Employee Relations with accuracy and discretion, including scheduling, rescheduling and prioritizing meetings based on organizational priorities. 
• Coordinates daily administrative operations by organizing workload priorities. Acts as a resource to Employee Relations staff as required. Responds to, and helps resolve issues raised by staff, internal and external stakeholders, and the public. 
• Coordinates the development and implementation of secretarial and administrative standards and procedures within Employee Relations. May direct and train Employee Relations staff on such processes and procedures. 
• Create new administrative processes for the effective operation of the Executive Director’s office.
• Handles, prioritizes and/or redirects inquires and/or provides information and guidance to staff, clients, agencies, union representatives and other levels of government.
• Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines and corrects/resolves outstanding/incorrect items prior to signature. Proofreads own and others material. 
• Performs highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
• Coordinates meetings, special events, schedules, workshops, labour management meetings and staff attendance at conferences. Prepares agendas, takes/transcribes confidential minutes related to labour relations and other matters as required.
• Maintains strict confidentiality at all times. Exercises caution and discretion with labour relations, personnel and other confidential information.
• Prepares and processes documents of a confidential labour relations nature. Assists in the co-ordination of service area labour disruption plans, as required.
• Manages PCard usage, maintains receipts and coordinates submissions to ensure reconciliation of business expenses.
• Coordinates tier one responses to enquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, senior City staff and the public.
• Monitors all key reports required for committees and council and ensures deadlines are met. Annotates and reviews Council agendas and flags items that will impact on Division operations. Identifies issues and initiates responses. Formats Committee reports prior to signature.
• Prepares and processes various presentations, documents/statistical summaries/reports requiring the assessment and analysis of data. Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.
• Facilitates onboarding process for new employees including the distribution of hardware, setup of email account and required security and system access.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Coordinates and maintains a complex record/retrieval systems.
• Maintains awareness of other projects and initiatives within People & Equity Division, administrative systems and procedures to provide effective administrative assistance.
• Provides support in handling special projects

Key Qualifications:

1. Considerable experience performing administrative support duties to senior management, handling a broad range of administrative matters and coordination of work in a highly sensitive and confidential capacity.
2. Experience preparing confidential materials and information for management, with proven ability to handle sensitive issues and ability to exercise independent judgment.
3. Considerable experience utilizing a variety of software packages, including advanced proficiency of Microsoft Office Suite (i.e. Word, Excel and Outlook or equivalent) to prepare correspondence, and create charts related to organizing, formatting, editing, and analyzing content.
4. Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, with members of the public and external agencies.
5. Excellent organizational and time management skills, including attention to detail, proof reading, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
6. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines, while being resourceful and adaptable, with a high degree of common sense and initiative.
7. A post-secondary education in a related discipline such as Human Resources or Industrial Relations certificate/diploma, Office Administration certificate/diploma or the equivalent combination of education is considered an asset but not required.