Job Description

Staffworks is hiring an Administrative Specialist for our public sector client, located downtown Toronto.

Start Date: ASAP
Duration: 6 months
Location: Downtown, Toronto
Pay rate: $25.38

Position Summary:
The Administrative Specialist provides comprehensive support to office operations by organizing and executing a variety of administrative, financial, human resources, and logistical functions. This role ensures the smooth day-to-day operation of the office and supports broader organizational initiatives through effective coordination, document management, and internal service delivery.

Key Responsibilities:

• Serve as a central point of contact for internal and external stakeholders, responding to general inquiries, triaging information requests, and ensuring accurate and timely communication flow within the team.

• Draft and format correspondence, reports, presentations, agendas, and meeting minutes; ensure documents are complete, proofread, and supported by relevant background information.

• Support budget planning and tracking by preparing financial reports, processing invoices and expenses, and maintaining records of expenditures for leadership review.

• Assist with recruitment coordination and HR-related documentation, ensuring alignment with internal processes and compliance with relevant guidelines.

• Manage facilities and office equipment needs, including workspace arrangements, telecommunications setup, and inventory tracking for technology and other assets.

• Lead or support the development and implementation of administrative procedures and special projects that enhance operational efficiency and service delivery.

• Coordinate meetings and events by managing calendars, booking venues, preparing materials, and following up on action items.

• Maintain organized and up-to-date digital and physical filing systems in compliance with records retention policies.

• Liaise with IT support to address office technology needs and ensure ongoing functionality of digital tools and hardware.

• Provide backup support for executive scheduling, travel planning, and reception duties including greeting visitors and managing general inquiries.

Required Knowledge and Skills:

• Knowledge of administrative practices including records management, financial processes, HR coordination, procurement, and facilities support.

• Familiarity with executive office protocols and discretion in handling confidential and sensitive information.

• Strong written and verbal communication skills for drafting professional correspondence and liaising with diverse stakeholders.

• Proficiency with office software (e.g., MS Office Suite) and digital tools for scheduling, document preparation, and data management.

• Ability to interpret internal policies and procedures, analyze administrative issues, and offer solutions.

• Skilled in multitasking, time management, and meeting deadlines in a fast-paced environment.

Responsibilities and Impact:

• Contributes directly to the efficiency and effectiveness of office operations.

• Ensures timely and accurate processing of financial, HR, and administrative documentation.

• Supports leadership decision-making through well-organized information and coordination.

• Provides technical guidance to other staff as needed.

Working Conditions:

• Primarily office-based with standard hours and occasional lifting of light materials (e.g., binders, presentation kits).

• Must be adaptable to shifting priorities and urgent requests, often with limited notice.
  
  **Staffworks Canada may use AI-enabled tools to support recruitment activities while respecting privacy and employment regulations.**