All jobs within 50 km around Oshawa in Administrative Jobs

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.

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 Mailbox.careers-carrieres@cibc.com

• 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

2025-08-15

Job Location

123 Commerce Valley Dr E

Employment Type

Temporary (Fixed Term)

Weekly Hours

1

Skills

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

Overview

Job ID: 51224

Job Category: Administrative

Division & Section: Housing Secretariat, Housing Stability Services

Work Location: 1530 Markham Road, Scarborough (in-person, not hybrid/remote)

Job Type & Duration: Full-time, Permanent Vacancy

Hourly Rate: $38.58 - $42.26

Shift Information: Monday to Friday, 35 hours per week

Affiliation: L79 Full-time

Number of Positions Open: 1
Posting Period: 14-May-2025 to 02-Jun-2025

Are you driven to make tangible impacts towards housing security for vulnerable Torontonians, and want to play an integral role in contributing to the City's HousingTO Action Plan? If this sounds like you, we encourage you to come join our growing team in the Housing Secretariat Division's Eviction Prevention in the Community (EPIC) program. EPIC builds on the City's commitment to expand preventative approaches to homelessness by assisting vulnerable households facing imminent risk of eviction to prevent the loss of housing and avert homelessness. 

Reporting to the Manager, the Support Assistant A is responsible for the management, co-ordination and delivery of administrative operations. The focus of the role is to support program operations in areas such as data collection, analysis and reporting, various accounting functions, policy & procedure development, stakeholders' engagement, and program evaluation.

Major Responsibilities
 

• Performs specialized administrative tasks, including preparation, investigation, research, review, reconciliation, control and co-ordination of various documentation and processes.
• Assists with operational programs/functions.
• Ensures service delivery of the unit and monitors/controls unit work standards. Reviews processes/work for accuracy, prior to authorizing. Identifies and recommends modifications and oversees implementation of changes.
• Ensures and checks the preparation and processing of documents in accordance with appropriate Corporate and/or Divisional policies and applicable legislation.
• Reviews and prepares reports on various accounting functions, including personnel/payroll, accounts payable, and contracts. Reconciles, deposits/issues accounts, cash and statements – such as petty cash, Pcard expenditures.
• Administers, prepares, processes and composes documents, statistical summaries and reports.
• Reviews existing administrative procedures and systems and develops innovative and effective processes for greater efficiency while adhering to City policies and guidelines.
• Prepares calculations and analysis of data. Compiles data for forecasting/budgeting.
• Provides work direction, coordination, training and guidance to assigned staff.
• Operates computers utilizing and manipulating a variety of software packages.
• Prepares and/or presents presentation materials.
• Provides information and guidance to all levels of staff, politicians, the public, agencies, and other levels of government, orally or in writing.
• Prepares, organizes and stores documents in both paper and digital formats.
• Co-ordinates meetings, events and schedules.
• Takes/transcribes minutes.

Key Qualifications:
 

Your application must describe your qualifications as they relate to:
 

1. Considerable office administration experience at a senior level within a team environment.
2. Considerable experience with administrative systems, relating to data management, budget and accounting principles and techniques such as accounts payable, and reconciliation of petty cash/P-card expenditures.
3. Extensive experience with a variety of software packages including Microsoft Office Suite (i.e. Word, Excel, MS Access and PowerPoint) and Outlook.
4. Experience using a financial system, such as the SAP financial system.
5. Considerable experience in developing and implementing administrative work procedures and systems.
    

You must also have:
 

• Excellent organizational and time management skills, with the ability to perform in a high volume, high stress environment.
• Ability to communicate effectively both verbally and in writing with politicians, the public, and all levels of staff.
• Ability to identify and analyze problems or inefficiencies and develop effective solutions.
• Ability to meet deadlines and deal with conflicting priorities and work demands.
• Ability to deal with confidential materials and matters.
• An understanding of issues of housing and homelessness, as well as the services provided by the Housing Secretariat Division.
• Customer service skills working with clients, service providers, the general public and/or staff to address service inquiries, requests and/or complaints.
• Good knowledge and understanding of City’s By-Laws, policies and procedures with respect to purchasing, accounting, accounts payable, accounts receivable and financial reporting.

Overview

Group Summary:

Role Summary

• The Executive Administrative Assistant provides support to the Senior Management team, primarily to General Manager and the Human Resources Manager. The ideal candidate will work professionally, with integrity and be able to maintain confidentiality.

Key Responsibilities

• Provide support to the General Manager, Human Resources Manager, and Assistant General Manager(s), while maintaining confidential and sensitive information.
• Coordinate travel arrangements, prepare itineraries, and submit expense reports on behalf of the General Manager or Senior Management team where applicable
• Schedule, manage and prioritize General Manager’s calendar.
• Manage office supplies and ordering of supplies for the General Manager, Human Resources, and Finance
• Help with organizing electro-static discharge protective wear for visitors, temporary employees, and Magna employees.
• Reporting as needed by the General Manager.
• Coordinate and organize company meetings, special events and fundraising.
• Maintain company communications.
• Facilitate the Company uniform program.
• Lead the Company’s Social Events Committee.
• Lead wellness initiatives.
• Culture Ambassador for the division.
• Arrange and support internal and customer visits including scheduling, making required arrangements and organizing catering where necessary.
• Maintain company perks and discounts.
• Maintain inventory of printed materials.
• Sort and distribute company mail.
• Maintain company intranet and social media pages/applications.
• Maintain company organization chart.
• Maintain employee files and general filing.
• Assist with the Employee Suggestion Program.
• Other special projects or duties as assigned.

Key Qualifications/Requirements

Education

• Post-secondary diploma in administration or a related field.

Experience

• Minimum 3 years’ experience in an administrative capacity
• Positive attitude and must be a team player.
• Strong initiative and willingness to help.
• Ability to prioritize, coordinate and manage multiple activities and projects occurring simultaneously.
• Intermediate experience with Microsoft Office Tools and Outlook, complimented by strong computer ability.
• Excellent written and verbal communication skills are required.
• Proactive personality and self-driven.
• Able to maintain confidentiality and promote a positive working environment.

Awareness, Unity, Empowerment:

Regular / Permanent

Magna Electronics

Overview

• Job ID: 54907
• Job Category: Administrative
• Division & Section: Development Review, Engineering Review
• Work Location: Scarborough Civic Centre,150 Borough Dr
• Job Type & Duration: Full-time, Permanent
• Hourly Rate and Wage Grade: $33.34 - $36.55,  Wage Grade 8
• Shift Information: Monday to Friday, 35 hours per week. 
• Affiliation: L79 Full-time
• Number of Positions Open: 1
• Posting Period: 20-Mar-2025 to 03-Apr-2025
•  
•  

Job Description

Reporting to the Manager, Development Engineering, the Support Assistant B performs a wide range of tasks pertaining to the administrative functions of the Development Review Unit.

Major Responsibilities:
 

• Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data
• Responds to e-mails, telephone and in-person inquiries from senior staff, the public, agencies and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria
• Uses the Project Tracking Portal (PTP) application to administer and track development applications.
• Canvasses staff for input and information on various topics and reviews for accuracy and consistency. Creates and updates reports and/or summaries compiling the collected data
• Drafts correspondence.
• Updates and maintains staff training records and generates various reports using appropriate computer applications
• Operates office equipment and computers utilizing a variety of software packages, (e.g. PTP, Microsoft Office Suite) applying speed and skill.
• Prepares presentation materials. Utilizes detailed layout and formatting
• Coordinates and maintains a complex record/retrieval system.
• Orders and maintains office supplies. 
• Creates project files and maintains the Unit's filing system, including archiving of files
• Prepares and processes documents/statistical summaries/reports, memoranda, minutes, and other documents.
• Coordinates and arranges meetings, events, room bookings, schedules. Takes notes/transcribes/distributes minutes and provides status report on follow up action items.

Key Qualifications: Your application must describe your qualifications as they relate to:

1. Considerable experience performing secretarial and administrative support duties to management staff and coordinating, tracking and processing key administrative functions and activities in a fast-paced, time-sensitive work environment
2. Considerable experience using Microsoft Office Suite (i.e. Microsoft Word, Excel, Outlook and PowerPoint), and Adobe Acrobat.
3. Considerable experience in providing excellent customer service and effectively communicating with senior staff, elected officials, external stakeholders and members of the public.
4. Experience taking, transcribing, and distributing meeting minutes.
5. Experience creating and formatting documents, reports, charts, spreadsheets and presentations.
6. Experience accurately inputting information in database systems.

You must also have:

• Excellent organizational and customer service skills with the ability to work effectively according to procedures and timelines.
• Excellent verbal and written communication skills with the ability to compose correspondence and memoranda.
• Ability to prepare detailed correspondence, summaries, statements and documentation requiring the interpretation and application of a wide range of administrative practices.
• Ability to interact with all levels of staff, senior management, councillors, the public, and other stakeholders in a professional manner, with the ability to exercise independent judgment and discretion in dealing with confidential matters
• Ability to set up hardcopy and digital/computerized filing systems in accordance with Corporate Records Management.
• Ability to work independently with minimal supervision and under time constraints.
• Ability to handle multiple tasks and priorities.
• Ability to deal with confidential information and to maintain diplomacy & discretion when dealing with confidential information
• Ability to meet and deal with both staff and the public tactfully and courteously with good written and verbal communication skills.
• Ability to work effectively with colleagues, provincial officials, consultants, solicitors and other internal and external clients.
• Ability to meet deadlines and work with minimum supervision.
• Ability to plan, prioritize and organize.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

Overview

Overview

Reporting to the Supervisor, Business and Customer Service, The Part-Time Facilities Booking Clerk is responsible for timely, courteous and effective handling of all front-end customer inquiries, requests and transactions in the Facility Booking Office by providing information in response to facility rental inquiries and prepare, process and issue one-off booking requests and last minute over-the-counter bookings. The position also provides administrative, clerical duties within the Facility Booking Office including checking and responding to telephone calls, voice mail, email and redirecting client inquiries.

Responsibilities:

• Include providing customer service including, receiving, documenting, and accurately responding to requests, inquiries and complaints from the public and internal clients, delivering front-line service in person, by telephone, fax, voicemail, email, and processing applications
• Receiving and processing payments, ensuring various cash control and reconciliation functions are accurate
• Receiving, processing and verifying permit applications and client contracts for clients
• Liaising with staff, RCS Operations staff and community groups regarding user group conduct or facility issues
• Assisting Facility Booking Clerk (Clerk F) with overflow permit processing and issuance of completed contracts
• Performing other duties as assigned

Requirements:

• Demonstrated knowledge and skills of generally accepted administrative practices and procedures normally associated with an Office Administration College Certificate, plus one year of relevant customer service experience; or have the equivalent combination of education and relevant experience
• A diploma in Office/Business Administration or Recreation and Leisure Studies is a strong asset
• Established PC skills and experience in using relevant software (i.e. MS Office Suite, Class, Intelli)
• Strong organizational and negotiation skills; ability to work independently, quickly and competently in a multi-task environment with frequent interruptions and ability to work under pressure to meet deadlines
• Excellent customer service and interpersonal skills, and ability to communicate courteously and effectively, both orally and in writing
• Ability to exercise discretion and tact and maintain a high degree of confidentiality
• Ability to work shifts, including days, evenings and weekends

As a condition of employment, the City of Oshawa will require successful candidates to undergo a Criminal Records and Judicial Matters Check.

Please be advised that position location as noted is at the time of posting and is subject to change, as required due to operational needs.