HR Executive Administrative Assistant

HR Executive Administrative Assistant for provincial government agency client, Downtown Toronto.

Job Type
Temporary. Initial Term: September 28, 2026 to approximately March 28, 2027, with possibility for extension or conversion to direct-hire. Target Compensation: $41.21 per hour. Regular Work Hours: FULL TIME WORK HOURS – 7.0 work hours per day, not including unpaid 60 minute lunch break, to be worked during regular business hours, Monday to Friday (35 work hours per week). Work

Location:
Hybrid with 2 days per week remote and 3 days onsite at Client's Downtown Toronto office, on PATH and near TTC station. Position Reports To: Chief Human Resources Officer. To provide senior specialized administrative and operational support services to management and staff within the Human Resources Branch, including high-level executive administrative support to a Senior Executive. Will coordinate branch-wide functions including budget, financial and operational reporting, event planning, program and/or project coordination, administrative support and general office management. Provide high-level executive, calendar, email, and administrative support to a Senior Executive and HR Management team. Work collaboratively and cohesively with other administrative staff to ensure seamless coordination and consistent administrative practices, and act as the primary administrative liaison with HR, IT, Office Services, Finance, and other branches. Proactively plan, prepare, coordinate, schedule, track, and follow up on HR management-related meetings, agendas, events, offsites, business travel arrangements, correspondence, reports, policies, budgets, and speaking engagements. Support HR project and departmental meetings by scheduling meetings, preparing and distributing agendas and materials, recording and maintaining meeting minutes, and tracking follow-up actions. Coordinate and track legislative mandated employee and manager training, ensuring compliance with training requirements and providing quarterly reporting to HR management and other internal stakeholders. Coordinate the criminal record checks process, including name-based and fingerprint-based criminal record checks, track results in employee files, and follow up with the HR team on check outcomes. Monitor HR email inboxes as the main point of contact for the HR Department, respond to inquiries, re-direct to appropriate resources, and provide correspondence triage and issue resolution. Administer oaths for new employees and students by coordinating and conducting oath meetings, explaining requirements and processes, assisting with completion and compliance, obtaining signatures, maintaining accurate records and filing, and tracking completion status. Maintain Branch records and files in accordance with records management policies; provide back-up support and informal guidance to administrative staff; and identify and lead administrative process improvements, including superuser support on administrative systems. Plan and coordinate complex internal and external meetings, presentations, and events, including scheduling, invitations, materials, catering, registration, technical requirements, and external service provider arrangements. Maintain the overall Branch budget and financials, including reconciling individual unit expenses, processing invoices, tracking accruals, and identifying and resolving budget, invoice, expense, and other financial-related discrepancies. Coordinate Branch procurement activities by initiating purchase requisitions, tracking purchase orders, supporting vendor set-up, and liaising with Finance to ensure compliance with procurement policies, delegation of authority, and approval requirements. Coordinate travel and training-related expenses from all units within the Branch, reconcile at the overall Branch level, and prepare monthly and quarterly financial reports. Prepare and format executive documents, reports, presentations, and briefing materials; compile data and generate reports from multiple systems for quarterly and fiscal reporting; and conduct research and prepare summaries to support management decision-making. Coordinate administrative aspects of programs and projects, including professional services agreements and student programs, and liaise with external stakeholders to ensure timelines, deliverables, and service agreements are met. Support day-to-day office operations and general Branch administration, and perform additional administrative and HR responsibilities as required. Completion of a college or university program in business administration, administrative assistance, HR management, or a related field, or an equivalent combination of education and relevant experience. Preferred Work

Experience:
At least 3+ years of senior administrative support experience in a professional office environment, including direct support to a senior executive and concurrent support to multiple mana