Administrative Assistant

Our client, a well-established organization operating in a highly regulated environment, is seeking an experienced Administrative Assistant to provide high-level administrative and clerical support to senior leadership. This is a 6-month contract, fully on-site, 5 days per week in Oshawa, ideal for a detail-oriented professional who thrives in a fast-paced, confidential setting.
 
Benefits & Perks

• Pay rate: $30–40/hour
• Contract length: 6 months
• Hours: 35 hours per week
• Location: Oshawa (100% on-site, 5 days per week)
• Opportunity to work closely with senior leadership and executive stakeholders
• Exposure to complex administrative, governance, and organizational processes

 Responsibilities

• Produce, process, and compose routine and non-routine correspondence involving confidential and sensitive subject matter, including reports, statistical data, HR documentation, budgets, and executive submissions
• Draft correspondence based on key points and direction provided by the Supervisor, ensuring accuracy, tone, and confidentiality
• Coordinate meetings, including agenda preparation, room bookings, audiovisual arrangements, meeting notices, and attendance tracking
• Attend meetings as required to provide administrative support or act as recording secretary
• Manage calendars, prioritize meeting requests, and ensure Supervisors are fully briefed with required materials
• Receive, review, prioritize, and distribute incoming mail and electronic correspondence on behalf of the Supervisor
• Maintain and organize physical and electronic records in compliance with retention schedules
• Monitor follow-ups, action items, and deadlines using tracking and bring-forward systems
• Prepare travel and accommodation arrangements in accordance with corporate policies
• Provide liaison support between the Supervisor, internal teams, and external stakeholders
• Review and process administrative forms, reports, time entries, expense reports, and other documentation for compliance and accuracy
• Operate and maintain office equipment and software; assist with training others as required
• Provide back-up administrative support during absences and periods of high workload

 Qualifications

• Minimum 2 years of experience in an administrative or executive support role
• Exceptional organizational skills with strong attention to detail
• Excellent written and verbal communication skills
• High level of discretion and proven ability to handle confidential information
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to manage competing priorities and deadlines in a fast-paced environment
• Strong problem-solving skills and ability to work independently
• Excellent interpersonal skills with the ability to work effectively at all levels of the organization

At Aplin — together with our brands CompuStaff and Impact Recruitment — we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers.