Administrative Assistant

Saturday, March 15, 2025

Position Title: Administrative Assistant

Term: Contract (of up to 2 years), Full-Time

Division/Branch: People and Culture Division & Finance and Risk Management Division

Application Deadline: March 16, 2025

Pay Range: $37.59/hr to $44.22/hr

Position Location: Head Office, Toronto, ON; Hybrid

The Alcohol and Gaming Commission of Ontario (AGCO) is a regulatory agency that reports to the Ministry of the Attorney General. The AGCO is responsible for regulating the alcohol, gaming, horseracing, and cannabis retail sectors in Ontario, in accordance with the principles of honesty and integrity, and in the public interest.

The AGCO is seeking an experienced and highly organized Administrative Assistant to provide executive support to the Chief Human Resources Officer (CHRO) and Chief Financial Officer (CFO). This critical role ensures the seamless coordination of administrative functions across the People & Culture and Finance & Risk Management divisions. The successful candidate will manage day-to-day workflows, oversee confidential communications, and facilitate executive interactions with internal and external stakeholders. Acting as a key liaison, you will contribute to the efficiency and effectiveness of both offices while upholding the highest standards of professionalism, discretion, and organizational excellence.

In this role, the successful candidate will:

1. Manage the CHRO and CFO’s electronic calendars, schedule meetings, and ensure all relevant materials are prepared in advance.
2. Organize meetings, prepare agendas, book meeting rooms, and distribute necessary materials.
3. Assist in compiling reports, presentations, and data analysis to support executive decision-making.
4. Develop, implement, and maintain office systems, including personnel records, financial documents, and confidential files.
5. Serve as the primary point of contact for the CHRO and CFO, liaising with the CEO’s office, senior leaders, and external stakeholders.
6. Manage incoming inquiries and draft divisional communications with accuracy and professionalism.
7. Monitor divisional expenditures, track budget allocations, and assist in financial forecasting for the People & Culture and Finance & Risk Management divisions.
8. Process invoices, reconcile CHRO and CFO expense claims, and review P-Card statements for accuracy.
9. Manage financial documentation and process expenses in financial systems (e.g., IFIS), ensuring accuracy in reports, correspondence, and briefing notes to support decision-making.
10. Receive divisional materials, including HR policies, financial reports, and compliance documentation, and distribute them for action among leadership.
11. Track project milestones, coordinate meetings, and ensure deliverables align with AGCO’s strategic priorities.
12. Coordinate divisional leadership meetings, including preparing agendas, inviting attendees, compiling information packages, and drafting and distributing minutes.
13. Arrange catering and set up AV/IT systems for hybrid or in-person meetings.

The ideal candidate will have:

1. A minimum of five years of executive administrative experience, preferably within a corporate or government setting, supporting senior leadership and C-suite executives with diplomacy and discretion.
2. A post-secondary degree or diploma in Business Administration, Human Resources, or Finance is preferred.
3. Demonstrated expertise in managing complex calendars for senior leadership with minimal supervision, ensuring a high level of accuracy and attention to detail in all scheduling and administrative tasks.
4. Strong initiative and accountability, with the ability to take ownership of tasks and projects to ensure their timely and efficient completion. Capable of anticipating needs and acting independently with minimal guidance.
5. Ability to assess and adapt to interpersonal dynamics, collaborating effectively with individuals at all organizational levels.
6. Excellent written and verbal communication skills, particularly in drafting professional, clear, and impactful written communications, including memos, reports, and correspondence, tailoring content to the specific audience.
7. Ability to handle sensitive information with professionalism and confidentiality.
8. Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools.
9. Experience coordinating with government and corporate stakeholders, ensuring professionalism in all interactions.
10. Familiarity with AGCO policies, the regulatory environment, and corporate governance.
11. Understanding of financial and HR compliance regulations applicable to public organizations.
12. The successful candidate must be eligible to work in Canada and will be subject to a criminal background check.

The AGCO is an inclusive and equal opportunity employer.

The AGCO has the responsibility to lead by example in advancing racial equity and to build a diverse, inclusive, accessible and respectful workplace where every employee has a voice and the opportunity to fully contribute. To this effect, you are encouraged to reflect upon the diversity you would bring to the role within your application including, but not limited to, individuals identifying with one or more of the under-represented groups identified within Ontario’s Human Rights Code.

Disability related accommodation during the recruitment process is available upon request.

90 Sheppard Ave E, North York, ON M2N 3A1, Canada