Administrative Assistant

Skilled Trades Ontario•Mississauga, ON

13d•CA$26 - CA$32•Onsite

About The Position

To provide onsite administration and reception services for Skilled Trades Ontario (STO). The Administrative Assistant provides comprehensive administrative support to the Manager, Apprenticeship Training Delivery & Partnerships, and departmental staff. The position plays a key role in supporting the day-to-day operations of the department through the coordination of schedules, meetings, records, correspondence, documentation, and administrative processes. Working in a dynamic, service-focused environment, the Administrative Assistant supports information management, document preparation, reporting activities, agreements, invoices, and departmental records administration. The position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities while maintaining accuracy and confidentiality. The successful candidate will work closely with internal staff, Training Delivery Agents, external partners, and stakeholders to support effective communication, timely information sharing, and the efficient delivery of departmental programs and services. The role requires a high degree of professionalism, customer service, and administrative expertise in supporting operational activities and maintaining accurate records and documentation. This role is ideally suited to a proactive administrative professional who is comfortable working with Microsoft 365 applications and digital business systems, coordinating multiple priorities, supporting departmental processes and documentation, and contributing to continuous improvement initiatives that enhance operational effectiveness.

Requirements

Demonstrated 2-5 years’ experience as a receptionist or administrative assistant.
Reception best practices, procedures and STO standards to provide front line reception services for STO.
STO organizational structure and services to route calls to the appropriate department/unit or staff member.
Secretarial and administrative practices to provide administrative services to an assigned manager/supervisor and team.
Strong interpersonal skills with the ability to work courteously and cooperatively with management, clients and other stakeholders.
Ability to communicate effectively, both orally and in writing, including the ability to relay information in a clear/concise manner.
Ability to work independently, taking initiative as required and as part of a team.
Experience with computer systems, including Microsoft Word, Excel, PowerPoint, Outlook, Teams, Adobe Acrobat Pro.

Nice To Haves

Post-secondary education is preferred.

Responsibilities

Perform financial and non-financial data entry and maintain accurate records
Perform research on assigned topics and prepare research findings.
Maintain building access card listing, facilitate the ordering, programming, and assignment of employee and guest access cards.
Liaison with staff, vendors and contractors to facilitate office repairs and maintenance
Maintaining office furniture and equipment, calling for repairs and service, updating postage meter rates, and maintaining the printer/copier (calling for service, toner, paper, etc.)
Schedule meetings, manage calendars, and assist with booking meeting rooms or virtual conferencing tools.
Organize, file, and retrieve documents (physical and digital), including scanning and archiving.
Assist with tracking and reconciling office expenses or petty cash.
Handle sensitive information with discretion and ensure compliance with privacy policies.
Receives and directs incoming visitors, including couriers, deliveries, contractors, and clients to the appropriate staff member or office area.
Maintains visitor logbook and issues visitor passes.
Help maintain a clean and organized reception, common and kitchen areas of the office.
General office administration support, including receiving and preparing mailings, couriers, and ordering office supplies/refreshments.
Answer and direct incoming calls and emails professionally; take messages or respond as appropriate.
Assist in implementing visitor safety protocols and emergency evacuation procedures.
Provide courteous and professional service to all visitors and callers, resolving minor inquiries or complaints when possible.
Other duties as assigned by the manager.