Full job description

Location: Mississauga, ON

Job Band: Three (3)

Hiring 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.

SKILLED TRADES ONTARIO STO-056-26 ADMINISTRATIVE ASSISTANT

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.

SKILLED TRADES ONTARIO STO-056-26 ADMINISTRATIVE ASSISTANT

• 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