Administrative Assistant for provincial government agency client, downtown Toronto.
Marberg Job Number: 2834.
Job Type: Temporary.
Initial Term: June 29, 2026 to October 2, 2026, with possibility of additional extension or direct hire.
Existing Vacancy: Yes.
Compensation: $31.12 per hour.
Regular Work Hours: From 9 am to 5 pm, not including 1 hour unpaid lunch break, Monday to Friday (35 work hours per week).
Work Location: 100% onsite at client's downtown Toronto location, on PATH and near TTC station.
Responsibilities Summary:
Provide administrative and business operations support services to a team of finance professionals, including opening and closing application files, conducting security checks, reviewing supporting documentation, scheduling meetings and maintaining records. Demonstrate excellent judgement, attention to detail and customer service while managing multiple priorities within a fast paced environment.
- Open, process, maintain and close application case files according to established policies and procedures. Perform multi-step administrative and documentation procedures for opening and closing applications. Conduct related security checks. Liaise with various internal and external stakeholders including legal counsel as required.
- Review and identify deficiencies and escalate to professional staff as appropriate. Ensure applying parties are not in default for application filings and fees.
- Prepare, edit, blackline, and distribute documents using Word, PowerPoint, and Excel.
- Prepare and issue comment letters. Prepare decision documentation for signature. Forward decision documents to appropriate parties and upload final supporting documentation to required databases and SharePoint sites.
- Track application fees, payments and refunds accurately in Excel and assist with any necessary fees exemption reconciliations.
- Process fees exemption letters. Process cheques and wire transfers and upload documentation to the database.
- Schedule meetings and maintain electronic calendars for finance team.
- Assist with special events coordination.
- Make individual or group travel arrangements as required.
- Assist with staff onboarding, orientation and training coordination.
- Prepare expense reports.
- Process and maintain accurate electronic and hard copy records.
- Additional administrative and business operations support responsibilities as required.
Qualifications:
Education: Post secondary education in Business Administration, Office Administration or equivalent discipline.
Preferred Work Experience: At least 2+ years of experience in a professional office environment, supporting a management or professional staff team.
Preferred Sector Experience: Public sector, regulatory sector or financial services sector experience preferred.
Technical and Language Skills Requirements:
- Advanced proficiency in MSOffice, including Excel, Word, Outlook, PowerPoint and Teams (will be tested).
- Strong data entry skills and attention to detail (will be tested).
- Strong typing skills (will be tested).
- General proficiency and familiarity with expense management software applications.
- Expert Level English written and reading comprehension skills including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax (will be tested).
- Strong English conversational skills and polished, professional telephone manners.
Task -Based Qualifications and Additional Attributes:
- Experience supporting regulatory administration processes, including preparing, revising and processing application-related correspondence, notices, decision documents and supporting materials in accordance with established procedures and service standards.
- Experience managing high-volume administrative processes, including reviewing documentation for completeness, maintaining tracking records and coordinating workflow activities.
- Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
- Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
- Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization.
- Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
- Superior attention to detail, and organized, methodical approach to completion of tasks.
- Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.
Additional Requirements:
- Available for three interview rounds starting week of June 15: telephone, virtual and onsite.
- Available to start assignment on June 29, 2026, and able to consider a direct-hire offer for a long term contract or permanent position later in the assignment.
- Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
- Ability to work 100% onsite, abiding by organization health and safety policies.
- Ability to promptly provide 3 qualified employment references upon request who are available to speak with either Marberg or Marberg's client. We will likely request to contact your references at the onsite client interview stage.
- Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
- Ability to complete a satisfactory Provincial Government security check, including potentially a Fingerprint Check, prior to assignment start. Please note that Marberg will reimburse for the cost of the security checks upon confirmation of assignment start and submission of approved expense receipts.
- Provision of certification of AODA and OHSA online training course completion prior to assignment start.
- Additional satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment, Social Media Check, and Employment References as required.
Application Notes:
Please submit your resume quickly, as our client will not accept applications after June 12, 2026. Please note that we are screening and shortlisting Candidates as soon as possible and qualified applications may be contacted same day as date of application.
We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.
Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.
Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.
Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.
No AI tools are used to screen, assess or select employment applications. All candidate selection processes are performed by qualified recruiters.
Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community. 