WilsonHCG

Work Location: Hybrid, 3 days in Office

Position Type: Permanent 

Location: Toronto

Compensation Range: $50-62,000

The Administrative Assistant plays a pivotal role in ensuring the smooth operation and maintenance of the Infoline, a critical member service. This position involves scheduling, tracking, and reporting efforts to guarantee consistent service quality while supporting broader compliance efforts across the department and supporting the Government Legislative Affairs department.

Responsibilities:

Administrative Support 

• Schedule and manage Compliance Services team coverage, track absences, and update calendars using ADP Workforce Now.
• Monitor and manage the Infoline inbox and calls, ensuring timely responses and team coverage.
• Coordinate and track contributions for departmental projects, meetings, and conferences.
• Process and track invoices and expenses using Concur.
• Compile and distribute Subject Matter Expert feedback for CRA and Revenu Québec.
• Support internal and external events, including webinars, PD sessions, and conferences.
• Assist with budget tracking and recommend efficiency improvements.

• Track and analyze key service metrics (inquiries, volumes, peak times) using Avaya Dashboard, SurveyMonkey, and internal systems.
• Prepare and distribute weekly, monthly, and ad hoc performance reports (KPI dashboards, service quality assessments).
• Monitor after-hours inquiries and ensure escalation protocols are followed.
• Track and report evaluation feedback from all PD initiatives.

• Assist in planning and coordinating meetings for Government and Legislative Affairs councils, including logistics, scheduling, accommodations, and communications.
• Provide administrative and invoice processing support for meetings and workshops.
• Create presentations and reports for senior leadership.
• Support volunteer engagement campaigns and cross-departmental special projects.

Qualifications:

• Post-secondary education – A university degree or College diploma in business is preferred.
• Minimum 3 years related experience in an Administrative Assistant role, including minute-taking. 
• Experience in meeting planning would be an asset
• Proficiency in Microsoft Office Suite, Concur, ADP Workforce Now, and data analysis tools (e.g., Excel, SurveyMonkey).
• Strong organizational and multitasking abilities, with keen attention to detail.
• Excellent written and verbal communication skills.
• Experience supporting virtual and in-person meetings and events.
• Bilingual (French/English)

All interested applicants who meet the qualifications listed above are invited to submit a resume by clicking "Apply Now".