Senior Administrative Assistant (50-23)

Job region: 
Greater Toronto Area
Application Deadline: 
Friday, March 3, 2023 - 11:45pm
Job terms: 


The successful candidate will provide senior level administrative support in a multi-site, multicultural, unionized environment to a small team of HR Specialists.

This is a full time non-Union position scheduled to work 35 hours per week.


  • Provides confidential senior level administrative support services to the Human Resources Department
  • Manages communications, including mail, telephone calls and e-mail messages, and provides assistance using independent judgement to determine those requiring priority attentions
  • Provides support and acts as a resource to the Human Resources Department and provides follow up to assignments given to management staff
  • Provides status reports on projects and other matters, tracks issues; prepares meeting packages and agenda, action lists, and minutes
  • Responsible for data integrity for the Microsoft Dynamics NAV HR module
  • Administers and posts all job vacancies and maintains COSTI’s job board website, distribution database, including advertisement, print and web media
  • Maintains competition files for all job vacancies from the opening of the file to the closing of the competition
  • Composes correspondence, reports and presentations
  • Ensures documents prepared by HR staff are in keeping with agency standards
  • Researches, compiles, reviews and summarizes data from reports and documents
  • Prepares statistics charts and background documents as necessary
  • Maintains, monitors and tracks changes to Human Resources related reports and databases in Excel
  • Responds to general HR inquiries via telephone, in person or via email
  • Prepares and monitors employee hiring documents including contracts, benefit entitlement and mandatory training
  • Utilizes Web Apps to assign tasks and monitors its completion
  • Prepares, monitors and consolidates agency health and safety data i.e monthly inspections, training certifications, meeting minutes and Teams meetings
  • Prepares and maintains all Union reporting documents including seniority reports, monthly status report, and pension enrollment
  • Coordinates scheduling of new employee orientation sessions and prepares related materials
  • Coordinates and organizes special projects, including the annual staff conference, agency training initiatives, and recognition programs


  • Bachelor of Arts in Administrative Studies, or three-year Community College Diploma in Office Administration or related business diploma
  • Minimum of three (3) years’ experience providing executive or senior level administrative services
  • Experience working with an HRIS system integrated with payroll and finance with online features e.g. time entry, attendance management is an asset
  • Demonstrated advanced computer skills are required in MS Teams, Microsoft Office Suite (Word, Excel, PowerPoint, Publisher) with emphasis on Excel including VLOOKUP and Pivot Tables. Demonstrated typing skills at 60 words per minute
  • Experience using virtual interactive tools such as MS Teams
  • Experience applying Collective Agreements, organizational policies & procedures, along with familiarity with Employment Standards is an asset
  • Well-developed verbal and written communication skills in English. The ability to speak another language is an asset
  • Demonstrated ability to communicate ideas and issues clearly, concisely and accurately to a diverse target audience
  • Demonstrated success in contributing to effective teamwork coupled with the ability to work independently in a high-pressure demanding environment
  • Positive approach to managing relationships and problem solving
  • Proven ability to work within a multicultural setting
  • Highly developed organizational skills and detail oriented
  • Must be fully vaccinated or be exempt from vaccination on human rights grounds. COSTI reserves the right to require information establishing the validity of the exemption

Please note that a written and technical assessment will be administered to demonstrate both written and planning skills as well as proficiency with MS Office Suites applications and Outlook at an advanced level.

Ability to work remotely three days per week.
Start date: March 17, 2023
Salary range: $52, 556 to $57,145 per annum + Benefits
Location: 1710 Dufferin Street, Toronto

How to apply:

Qualified candidates are invited to submit their resumes and cover letters as one file quoting reference #50-23 to the below link: