Administrative Assistant

Position Title: Administrative Assistant Position Type: Regular/Full-Time – *OPSEU represented Location: Mississauga, ON Job Band: Three (3) Salary Range: $25.83 to $31.79/hour Hours of work: 36.25 hours/week Reporting to: Manager, Apprenticeship Training Delivery and Partnerships This posting is applicable to: Internal/External Applicants Skilled Trades Ontario (STO) is a Crown agency responsible for skilled trades certification in Ontario, which includes: * Establishing apprenticeship programs, including training standards, curriculum standards and certification exams. * Administering apprenticeship programs, including approving apprentices and sponsors, registering training agreements and assessing applications for apprenticeship program completion. * Issuing certificates of apprenticeship to completed Ontario apprentices. * Assessing experience and qualifications of individuals who have not completed an apprenticeship program in Ontario. * Administering exams, including certifying exams, in all trades subject to certifying exams. * Issuing Certificates of Qualification in all trades with certifying exams. * Renewing Certificates of Qualification in compulsory trades. * Maintaining a Public Register of people authorized to work in compulsory trades. * Researching apprenticeships and the trades. To provide onsite administration and reception services for Skilled Trades Ontario (STO). The Administrative Assistant provides comprehensive administrative support to the Manager, Apprenticeship Training Delivery & Partnerships, and departmental staff. The position plays a key role in supporting the day-to-day operations of the department through the coordination of schedules, meetings, records, correspondence, documentation, and administrative processes. Working in a dynamic, service-focused environment, the Administrative Assistant supports information management, document preparation, reporting activities, agreements, invoices, and departmental records administration. The position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities while maintaining accuracy and confidentiality. The successful candidate will work closely with internal staff, Training Delivery Agents, external partners, and stakeholders to support effective communication, timely information sharing, and the efficient delivery of departmental programs and services. The role requires a high degree of professionalism, customer service, and administrative expertise in supporting operational activities and maintaining accurate records and documentation. This role is ideally suited to a proactive administrative professional who is comfortable working with Microsoft 365 applications and digital business systems, coordinating multiple priorities, supporting departmental processes and documentation, and contributing to continuous improvement initiatives that enhance operational effectiveness. Responsibilities: Administrative Support: * Perform financial and non-financial data entry and maintain accurate records * Perform research on assigned topics and prepare research findings. * Maintain building access card listing, facilitate the ordering, programming, and assignment of employee and guest access cards. * Liaison with staff, vendors and contractors to facilitate office repairs and maintenance * Maintaining office furniture and equipment, calling for repairs and service, updating postage meter rates, and maintaining the printer/copier (calling for service, toner, paper, etc.) * Schedule meetings, manage calendars, and assist with booking meeting rooms or virtual conferencing tools. * Organize, file, and retrieve documents (physical and digital), including scanning and archiving. * Assist with tracking and reconciling office expenses or petty cash. * Handle sensitive information with discretion and ensure compliance with privacy policies. Reception: * Receives and directs incoming visitors, including couriers, deliveries, contractors, and clients to the appropriate staff member or office area. * Maintains visitor logbook and issues visitor passes. * Help maintain a clean and organized reception, common and kitchen areas of the office. * General office administration support, including receiving and preparing mailings, couriers, and ordering office supplies/refreshments. * Answer and direct incoming calls and emails professionally; take messages or respond as appropriate. * Assist in implementing visitor safety protocols and emergency evacuation procedures. * Provide courteous and professional service to all visitors and callers, resolving minor inquiries or complaints when possible. * Other duties as assigned by the manager. Qualifications: * Post-secondary education is preferred. * Demonstrated 2-5 years’ experience as a receptionist or administrative assistant. Knowledge of: * Reception best practices, procedures and STO standards to provide front line reception services for STO. * STO organizational structure and services to route calls to the appropriate department/unit or staff member. * Secretarial and administrative practices to provide administrative services to an assigned manager/supervisor and team. Skills: * Strong interpersonal skills with the ability to work courteously and cooperatively with management, clients and other stakeholders. * Ability to communicate effectively, both orally and in writing, including the ability to relay information in a clear/concise manner. * Ability to work independently, taking initiative as required and as part of a team. * Experience with computer systems, including Microsoft Word, Excel, PowerPoint, Outlook, Teams, Adobe Acrobat Pro. What STO Offers: * Work-life balance * Comprehensive health and dental benefits * RRSP matching (up to 6%) * Employee Assistance Program (EAP) through TELUS Health with employee perks How to Apply: Please submit your resume to ADP by August 27, 2026. Our Recruitment Process Includes: * Step 1: Resume Screening * Step 2: Phone Screening * Step 3: Panel Interview(s)/Assignment * Step 4: Selection * Step 5: Offer of Employment We thank all applicants for their interest and will only contact those whose skills, knowledge, and experience most closely match the requirements of the position. Skilled Trades Ontario embraces diversity and is committed to creating an inclusive workplace. Our goal is to attract, develop and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Skilled Trades Ontario’s Accommodation Policy, accommodation will be provided at any point throughout the hiring process, provided the candidate makes their accommodation needs known to Skilled Trades Ontario. We welcome applications from all qualified persons. Skilled Trades Ontario is an equal opportunity employer.

The Administrative Assistant provides comprehensive support to the Manager and departmental staff by coordinating schedules, meetings, and documentation. They also manage reception duties, including greeting visitors, handling inquiries, and maintaining office records and supplies.

Candidates should have 2-5 years of experience in an administrative or reception role and possess strong organizational and communication skills. Proficiency in Microsoft 365 applications and a post-secondary education are preferred.

• Work-life balance • Comprehensive health and dental benefits • RRSP matching • Employee Assistance Program

• Customer servicePreferred
• Problem solvingPreferred
• Attention to detailPreferred
• CommunicationPreferred
• Data entryPreferred

Identified from the job description. Confirm important requirements above.

• Administrative support
• Reception
• Data entry
• Records management
• Scheduling
• Customer service
• Microsoft 365
• Communication
• Organizational skills
• Attention to detail
• Confidentiality
• Document preparation
• Reporting
• Office administration
• Problem solving
• Office Supply Management
• Training Delivery
• Administrative Support
• Workplace Inclusivity
• Furniture Cleaning
• Office Administration
• Professionalism
• Organizational Skills
• Data Recording
• Effective Communication
• Microsoft Access
• Microsoft Word
• Microsoft Excel
• Research
• Adobe Acrobat
• Management
• Business Systems
• Customer Service
• Continuous Improvement Process
• Document Preparations
• Emergency Evacuation
• Employee Assistance Programs
• Financial Data
• Information Management
• Information Sharing
• Interpersonal Communications
• Invoicing
• Microsoft Outlook
• Operations
• Organizational Structure
• Postage Meter
• Microsoft PowerPoint
• Proactivity
• Resume Screening
• Writing

• Administrative
• Government & Public Sector
• Customer Service & Support
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Minimum education

High school

Minimum experience

2+ years

Posting language

English

Working hours

37 hours per week