Administrative Assistant

• Carry out secretarial tasks, including drafting, revising, updating and formatting documents for various departments
• Carry out internal administrative tasks, including sales tracking, dashboards, expense reports, inventory management and performance reviews
• Help the vice-president manage their agenda, mail, emails and phone calls
• Coordinate preparation of deliverables for decision-making bodies
• Plan and attend management committee and other meetings
• Draft reports and minutes and follow up as needed
• Handle the unit's budget process, prepare budgets, and identify and explain variances
• Provide administrative and secretarial support to a vice-president and other unit members
• Coordinate, plan and prioritize management activities and interact with stakeholders

• Carry out secretarial tasks, including drafting, revising, updating and formatting documents for various departments
• Carry out internal administrative tasks, including sales tracking, dashboards, expense reports, inventory management and performance reviews
• Help the vice-president manage their agenda, mail, emails and phone calls
• Coordinate preparation of deliverables for decision-making bodies
• Plan and attend management committee and other meetings
• Draft reports and minutes and follow up as needed
• Handle the unit's budget process, including budget preparation and explaining variances
• Provide administrative and secretarial support to a vice-president and other unit members
• Coordinate, plan and prioritize management activities

• Review and approve refund requests (bank and cheque) daily
• Review and process returned/void refund cheques monthly
• Pass information to Member Experience to verify member information and process requests
• Validate and process changes of salesperson requests daily
• Handle cash management request tickets from clubs, Member Experience, or Accounting
• Coordinate with Accounting to confirm payments and ensure balances are resolved
• Research and process manual receipt requests
• Submit and send requests for members unable to do so themselves
• Clean up erroneous or incomplete entries in Exerp
• Research and verify cleanup activities and manually apply adjustments to ensure accurate member accounts based on legal contracts, company policies, and financial reconciliation
• Facilitate Receipt and Privacy Officer requests with members

Administrative Associate – TERM

• Provide administrative and coordination support for corporate governance, Board and committee activities, accreditation readiness, and risk governance programs
• Coordinate Board, council, and committee meeting schedules, agendas, deadlines, meeting materials, and logistics
• Maintain Board and committee records, action trackers, membership information, corporate filings, and governance documentation
• Coordinate Board member onboarding, orientation, evaluations, education sessions, retreats, the AGM, and other governance activities
• Support Board recruitment, appointment, election, and transition processes
• Coordinate council and committee member administration, including recruitment support, onboarding, correspondence, attendance tracking, and recognition activities
• Coordinate data and supporting documentation for patient experience and safety reporting
• Support Enterprise Risk Management program administration, including meetings, documentation, action tracking, information requests, and ERM records
• Coordinate Accreditation Canada readiness activities, evidence, documentation, action plans, compliance activities, communications, stakeholder engagement, and survey logistics
• Maintain accurate accreditation records and organizational readiness resources
• Maintain Corporate Governance departmental records, documentation, templates, trackers, and administrative resources
• Provide document preparation, formatting, presentation development, and administrative support

Administrative Assistant, Corporate Governance

• Provide direct administrative support within Contract Logistics, including scheduling appointments, meetings and events; booking travel; processing expense reports; mailing and shipping packages; and maintaining documentation
• Provide clerical support to senior leadership
• Prepare and maintain correspondence, meeting materials, minutes, reports, spreadsheets, tracking documents and administrative records
• Support auditing, reviewing and processing paperwork and forms
• Generate, compile and distribute reports
• Assist with administering Contract Logistics programs, such as the Safety Shoe program
• Maintain office condition and storage-room order and arrange necessary repairs
• Liaise with vendors
• Manage space and infrastructure planning, including workstation moves, additions and changes
• Provide support to visitors
• Assist with onboarding new hires, including equipment procurement and management
• Plan in-house or off-site team and customer activities and events
• Assist with site participation in the Business Continuity Plan
• Participate in special projects and initiatives
• Maintain confidentiality and follow company policies and procedures
• Provide clerical support to management and operational functions, including photocopying, filing, emailing and answering telephones
• Review, research and enter data in various systems
• Compile data and provide regular and ad hoc reports to management
• Serve as frontline customer service for receiving, resolving and escalating inquiries and issues
• Assist management with monthly audit activity
• Streamline processes to optimize effectiveness
• Perform other duties as assigned

Administrative Assistant, Operations

• Carry out secretarial activities, including writing, layout, updating, production and linguistic revision of information documents
• Carry out administrative tasks related to internal management, including sales follow-up, dashboards, expense account follow-up, inventory and material management, and performance evaluations
• Support the manager with agenda, calls, emails and mail management and follow-up
• Prepare and attend meetings, including management committee meetings; write minutes and follow up on action items
• Participate in the logistical organization of team meetings, committees, assemblies, travel and public relations activities
• Collaborate in preparing the annual budget and monitoring the budget during the year, including analysis and justification of variances
• Provide administrative and secretarial support to a director or manager reporting to a vice-president and support other unit members as needed
• Help coordinate, plan and prioritize unit management activities
• Interact with stakeholders and independently make decisions and carry out tasks according to administrative needs

• Provide administrative support for the Supervisor, Inspectors, and Technical Analysts under the general supervision of the Wastewater Manager
• Maintain system records and files; type letters, reports, and memos; take minutes; and requisition office supplies
• Input payroll data and maintain personnel records
• Handle or direct inquiries regarding vacation, sick time, benefits, and WSIB matters
• Input data for and process sewer appeals, septic haulage permits, and spill responses
• Maintain lab data and track lab performance for adherence to Service Level Agreements
• Handle inquiries from residents and other utilities regarding wastewater concerns
• Maintain management bulletin boards
• Handle banking, maintain the receipt book, and prepare customer invoices and purchase requisitions if required
• Provide month-end reports for the supervisor
• Act as a liaison to internal and external clients for operational concerns

Administrative Assistant – Environmental Control

• Support the general manager and/or manager(s) in planning and coordinating management activities and input and track scheduling information
• Follow up on phone calls, emails and mail for managers
• Produce records, minutes, reports, statistics, and balance sheets
• Organize logistics for team meetings, committees, general meetings, training courses, telephone conferences, travel, and public relations activities
• Perform internal management administrative tasks, including tracking sales, maintaining the scorecard, monitoring expense accounts, managing inventory and equipment, and conducting performance evaluations
• Manage documents and update records through filing, purging, and storage in accordance with current practices and regulations
• Draft, format, update, create, and revise language in information documents generated by various sectors
• Support managers in retrieving information, carrying out business processes, and using information systems

• Carry out secretarial activities, including writing, layout, updating, production and linguistic revision of information documents
• Carry out administrative tasks related to internal management, including sales follow-up, dashboards, expense account follow-up, inventory and material management, and performance evaluations
• Support the manager with the management and follow-up of their agenda, calls, emails and mail
• Prepare and attend meetings, including management committee meetings; write minutes and ensure follow-up
• Participate in the logistical organization of team meetings, committees, assemblies, travel and public relations activities
• Collaborate in preparing the annual budget and monitoring the budget during the year, including analysis and justification of variances
• Provide administrative and secretarial support to a director or manager reporting to a vice-president and support other unit members as needed
• Help coordinate, plan and prioritize unit management activities
• Interact with diverse stakeholders and independently make decisions and carry out tasks according to administrative needs

• Provide day-to-day administrative support, including calendar management, meeting logistics, travel arrangements, expense processing, and office resource coordination
• Prepare, proofread, compile, and maintain documents, presentations, charts, project plans, records, filing systems, and SharePoint content
• Coordinate divisional and team meetings, including agendas, materials, minutes, action items, and follow-up
• Receive, assess, prioritize, and respond to internal and external inquiries, correspondence, and incoming mail
• Escalate matters as appropriate
• Support collaboration with internal and external stakeholders by sharing information and resolving issues
• Assist with onboarding and office operations by ensuring new staff and consultants have required equipment, supplies, access, and information
• Manage competing priorities while meeting deadlines and supporting project or program needs
• Support Directors, Managers, and their teams in the East Region