Job Description

Administrative Specialist

Location: Downtown Toronto, ON
Start Date: November 23, 2026
Duration: 6-Month Contract
Work Type: Hybrid – 3 Days On-Site per Week
Compensation: $28 per Hour

Role Overview

We are seeking an Administrative Specialist to provide day-to-day administrative and operational support in a busy office environment. The role involves coordinating administrative activities across finance, human resources, office technology, facilities, records management, and general office operations.

The successful candidate will support senior management, coordinate information and documentation, manage competing priorities, and help ensure administrative processes run efficiently.

What You'll Do

• Serve as a key point of contact for internal and external inquiries, responding to requests and directing information to the appropriate individuals or departments.

• Prepare and proofread correspondence, reports, presentations, agendas, meeting minutes, and other administrative documents.

• Assist with budget coordination, expenditure tracking, invoice processing, payment reconciliation, and financial reporting.

• Provide administrative support for human resources activities, including tracking documentation and ensuring compliance with established procedures.

• Coordinate office facilities, equipment, asset inventories, and accommodation-related requirements.

• Support administrative projects, process improvements, and the development of efficient office procedures.

• Schedule meetings for senior management, coordinate logistics, and prepare supporting materials.

• Maintain organized electronic and physical records, ensuring proper document control and confidentiality.

• Coordinate office technology requirements and arrange IT support when necessary.

• Provide calendar management, travel coordination, and meeting support for senior leadership as required.

• Prepare meeting agendas, take confidential minutes, and track follow-up items.

• Provide reception coverage when required, including welcoming visitors, answering calls, and managing correspondence.

Qualifications

• Knowledge of administrative policies, procedures, and office operations, including finance, human resources, procurement, and records management.

• Proficiency with office software applications used to prepare documents, spreadsheets, presentations, and reports.

• Strong organizational and time management skills, with the ability to coordinate multiple priorities and meet deadlines.

• Excellent written and verbal communication skills, with the ability to interact professionally with internal and external stakeholders.

• Experience coordinating meetings, calendars, travel arrangements, and administrative documentation.

• Knowledge of financial administration, including expense reports, invoice processing, budget tracking, and reconciliations.

• Ability to maintain confidential records and exercise discretion when handling sensitive information.

• Strong analytical and problem-solving skills, with the ability to identify and resolve administrative issues.

• Ability to work independently, exercise sound judgment, and follow established policies and procedures.

• Strong interpersonal skills and the ability to build effective working relationships across departments.

• Ability to adapt to changing priorities, urgent requests, and tight deadlines.

**Staffworks may use AI-enabled tools to assist with recruitment activities while maintaining recruiter involvement and respecting applicable privacy and employment regulations.**