We are seeking an Administrative Assistant to join our team and provide essential support on a government project.
The successful candidate will perform a variety of administrative and clerical tasks, with a strong focus on records management (physical and electronic), document preparation, and office coordination. This is a full-time onsite role with standard working hours. The anticipated contract runs from September 22, 2025 to January 21, 2026 (approximately 88 business days, excluding holidays).

Key Responsibilities

• Proof, format, and prepare Word documents, memos, and correspondence.
• Pay invoices and process accounts receivable assignments/returns.
• Maintain and track records using Excel.
• Manage office supplies, order materials, and support office operations.
• Answer phone calls, respond to emails, and act as a point of contact for clients.
• Organize events, coordinate meetings (including virtual platforms), and book meeting rooms.
• Copy, scan, fax, file, and manage both digital and physical records.
• Process and review expenses.
• Take detailed meeting minutes and distribute them accordingly.
• Perform inventory and disposition of records that have met retention periods.

Required Skills & Experience

• Education: High School Diploma or GED (mandatory).
• Minimum 1 year of experience in:
• Proofing and formatting Word documents.
• Records management (physical and electronic).
• Using Excel for record tracking and reporting.
• Applying knowledge of records management legislation, regulations, policies, and procedures.
• Strong communication skills (verbal and written).
• Ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.

Nice-to-Have Skills

• Post-secondary education in office administration or a related field.
• Experience with:
• MS 365 SharePoint Online (admin portal, reporting, configuration).
• Paper and electronic filing systems (e.g., Prolaw or similar).
• Records/Document Management using SharePoint.
• Relevant work experience in a similar administrative/records management role.

Work Arrangement

• Onsite contract role with standard business hours: Monday to Friday, 8:15 AM – 4:30 PM (1-hour lunch).
• Office equipment will be provided. Contractor responsible for equipment pick-up and return.

Additional Information

• This is a net new role.
• Background check (criminal record check) is required prior to start.
• Mandatory training to be completed upon hire, including: Freedom of Information and Protection of Privacy Act, Cybersecurity, Information Management, and Respect in the Workplace.
• Interviews are anticipated to take place in early September 2025 (tentative).

• Proof, format, and prepare Word documents, memos, and correspondence.
• Pay invoices and process accounts receivable assignments/returns.
• Maintain and track records using Excel.
• Manage office supplies, order materials, and support office operations.
• Answer phone calls, respond to emails, and act as a point of contact for clients.
• Organize events, coordinate meetings (including virtual platforms), and book meeting rooms.
• Copy, scan, fax, file, and manage both digital and physical records.
• Process and review expenses.
• Take detailed meeting minutes and distribute them accordingly.
• Perform inventory and disposition of records that have met retention periods