Administrative Assistant to financial regulatory client, downtown Toronto.
Marberg Job Number: 2592.
Job Type: Temporary.
Initial Term: June 23 2025 to October 17 2025, with possibility of extension or conversion to direct-hire.
Compensation: $27.47 per hour.
Regular Work Hours: 7.0 hours per day not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (35.0 work hours per week).
Work Location: Hybrid - combination of 2 days remote-based and 3 days onsite at client's downtown Toronto office, on PATH and near TTC station.
Onsite Dress Code: Corporate and/or Business Casual according to client business requirements.
Position Reports To: Manager.
Responsibilities Summary:
Provide precise and timely administrative and documents processing support services to professional team, including file intake processes, opening and closing files, conducting security checks, scheduling meetings, and maintaining records. Good judgment, attention to detail, and excellent customer service are important attributes in this position.
- Process filing applications, including status exemptions, waivers and other regulatory requests. Coordinate with regulatory team on proper routing of files and forward required documentation to appropriate parties.
- Regularly check and receive new file applications using incoming tracking system. Open files according to established protocols.
- Check filing fees and payments and ensure all required information is available. Enter submission information into computerized system.
- Obtain necessary approvals for fees adjustments, create fees exception codes and process refunds.
- Conduct security checks, escalating to professional staff as appropriate.
- Complete file closing procedures, including preparing and sending decision document materials to appropriate parties, and updating tracking systems and SharePoint site accordingly.
- Prepare correspondence, reports, graphs, charts, presentations, and other documents using appropriate word processing, graphics, and spreadsheet software packages or specific software systems.
- Schedule and coordinate meetings with internal and external stakeholders.
- Monitor Division’s mailbox for inquiries and correspondence, and respond or forward as appropriate.
- Provide general administrative coordinative support to the Division, including basic technical and facilities support, coordinating with IT and Office Services teams as required.
- Additional administrative, documents processing and clerical support services as required.
Qualifications:
Education: College Diploma in Business Administration, Office Administration or related field.
Preferred Work Experience: At least 2+ years of progressive administrative support experience in a professional office environment, including experience supporting one or more management or professional staff at one time.
Preferred Sector Experience: Financial, Banking, Legal Services, Regulatory, Public Sector, or Professional Services sector experience preferred.
Technical and Language Skills Requirements:
- Advanced proficiency in Microsoft Office applications, including Outlook, Visio, Word, Excel, PowerPoint, One Drive, and Teams (will be tested).
- Fast and accurate data entry skills and superior attention to detail (will be tested).
- Familiarity with SharePoint (may be tested).
- Strong English reading, writing and conversational skills, including excellent spelling, grammar, proofreading and syntax (will be tested), and polished, professional telephone manners.
Task -Based Qualifications and Additional Attributes:
- Familiarity with Ontario Securities Act, regulations and rules an asset.
- Proactive, detailed oriented and inclined towards self-learning.
- Excellent organizational, problem solving, time management, communication, prioritization and customer service skills.
- Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
- Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
- Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
- Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
- Demonstrated ability to work well both independently and collaboratively and liaise effectively with a wide and diverse range of internal and external stakeholders.
Additional Requirements:
- Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
- Should be available for full time hours employment for up to 12 continuous months from assignment start date, or for temporary-to- permanent full time hours employment, according to client business requirements.
- Demonstrated ability to work effectively both remotely and onsite, abiding by organization information management and health and safety policies.
- Must be available to start June 23 2025 or sooner, with availability for interview the week of June 9.
- Ability to promptly provide 3 qualified employment references upon request who are available to speak with either Marberg or Marberg's Client. These references should be easily reachable at point of Client interview.
- Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
- Ability to complete a satisfactory Provincial Government security check, including a Fingerprint Check, prior to assignment start. Please note that Marberg will reimburse for the cost of the security checks upon confirmation of assignment start and submission of approved expense receipts.
- Provision of certification of AODA and OHSA online training course completion prior to assignment start.
- Additional satisfactory Background Checks, Technical Skills Evaluations, and Employment References as required.
Application Notes:
Recommended Application Date: We kindly request that you submit your resume as soon as possible, as our client will not accept applications after June 4, 2025. Qualified applications may be contacted same day as date of application.
We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.
Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.
Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.
Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.
Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.
