Administrative Assistant (Energy, Mining, Environment)

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Staffmax is hiring for the Government of Canada!

Our client’s Mississauga Team is seeking support for various administrative tasks. The administrative assistant will work closely with the Mississauga Director of Development and Research and provide assistance to the team. They will receive guidance and support from the administrative team, consisting of other site admins, project admins, and operations admins.

Due to the absence of a site admin for the past few months, the Mississauga site requires assistance in addressing pending tasks. While interviews are ongoing for a permanent position, there will be a delay in filling it. Therefore, a temporary administrative assistant is needed to ease the workload on the administrative team and the Mississauga team.

The administrative assistant will be based at our Mississauga site located on Speakman Drive, Mississauga, Ontario. Their primary objective will be to support the Director of Research and Development and the team in accomplishing daily operational tasks, as outlined below.

Key Responsibilities:

• Manage multiple competing priorities on a daily basis.
• Provide information, explain processes, and respond to queries.
• Demonstrate accuracy and attention to detail.
• Utilize Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
• Familiarity with SAP is advantageous.
• Draft memos and correspondence (considered an asset).
• Strong knowledge of office administration procedures and practices, including arranging meetings, making travel arrangements, processing travel claims, and preparing correspondence.

Support for the DRD:

• Calendar management.
• Assistance with travel arrangements, if required.
• Preparation of documents for signature.
• Preparation of various reports.
• Handling hospitality requests.

Support for the Team:

• Assist in preparing, revising, and proofreading various English documents such as trip reports, travel requests, and expense claims.
• Assist in booking conference rooms for staff and external client meetings.
• Provide support to new employees, including office space requests, IT needs, and security clearance.
• Offer guidance and assistance to staff in completing electronic forms.
• Act as the Time Coordinator for the site, including training new staff, offboarding employees, and conducting follow-up tasks related to time recording and reporting.
• Grant DocZone access to employees within their respective sites/sub-sites/shared and restricted libraries.
• Manage and order office supplies for the site.

This is a temporary position for a duration of 3 months, with fluency in English being essential. A Reliability status security level is required.

Only those considered will be contacted for an interview.

Job Type: Fixed term contract
Contract length: 3 months

Salary: From $18.00 per hour

Flexible Language Requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Mississauga, ON L5K 1B4: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 2 years (preferred)
• SAP: 1 year (preferred)
• Microsoft Excel: 2 years (preferred)
• schedule management: 1 year (preferred)

Licence/Certification:

• Government Security Clearance (preferred)

Shift availability:

• Day Shift (preferred)

Work Location: In person