1. Workforce Analytics, Headcount & Recruitment Tracking
Headcount Reporting & Data Maintenance:
Maintain and update real-time department headcount trackers capturing key attributes: employment category (FTE, Consultant, Graduate, Intern), gender diversity, skill sets, years of experience, PTS IDs, anniversary dates, seat/locker allocations, and special preferences.
Generate month-over-month headcount trend reports, contractor vs. FTE ratios, and attrition analytics.
Track and document attrition reasons and market transition insights (e.g., via professional networks).
Track recruitment pipelines and open requisitions in coordination with Talent Acquisition/HR and management (minimum twice-weekly status cadence).
Compile monthly and year-to-date (YTD) hiring metrics, promotion tracking, and rotation schedules for graduates/interns.
Monitor contractor tenures, vendor IDs, and contract end dates on a monthly basis utilizing Tableau and internal reporting systems to ensure timely extensions or offboarding.
2. Onboarding, Offboarding & Resource Lifecycle Management
Coordinate end-to-end onboarding for FTEs, contractors, graduates, and interns from pre-hire documentation to Day-1 login readiness.
Prepare welcome packages, ensure hardware/stationery provisioning, coordinate locker assignments, and schedule orientation check-ins.
Offboarding & Departures:
Execute standard departure protocols upon employee resignation or contract completion (e.g., locker clearances, equipment returns, access de-provisioning).
Process Documentation:
Author, maintain, and quarterly review step-by-step Standard Operating Procedures (SOPs) for recruitment workflows, onboarding checklists, and departure processes.
3. Executive Support, Presentation Design & Meeting Management
Leadership Presentations & Monthly Updates:
Design, curate, and format monthly executive decks and operational updates for department leadership.
Coordinate and assemble presentation decks for Department Town Halls and site-wide forums.
Meeting & Calendar Administration:
Maintain comprehensive annual site calendars incorporating performance review cycles, Town Halls, leadership visits, and key organizational milestones.
Coordinate high-impact meetings, agendas, logistics, and document concise Minutes of Meeting (MoM) with actionable follow-ups.
Travel & Expense Management:
Arrange domestic and international travel itineraries, accommodation, and handle prompt expense reconciliation and submission.
4. Site Logistics, Compliance & Office Administration
Office & Supplies Management:
Supervise inventory, procurement, and distribution of office stationery, technical accessories, and specialized team supplies.
Oversee physical locker allocation, auditing, and maintenance.
Visitor Management:
Coordinate visitor logistics, security badge clearance, executive escort protocols, and meeting space arrangements on a weekly/bi-weekly schedule.
Compliance, Licenses & Administrative Tracking:
Track mandatory compliance training completion, software license renewals, and CMP (Compliance Management Platform) requirements.
5. Team Engagement, Communications & Site Culture
Internal Communications & Community Management:
Administer and curate content for internal SharePoint portals and enterprise collaboration channels (e.g., Collaborate/Teams) on a weekly basis.
Manage quarterly and monthly milestone celebrations, including employee service anniversaries and team achievements.
Event Coordination & Cultural Initiatives:
Plan, organize, and execute monthly team engagement activities, team-building sessions, and social events.
Drive participation and logistical execution for site events such as Hackathons, Women in Tech forums, and Diversity & Inclusion initiatives.
Coordinate the annual nomination and tracking cycle for leadership and talent programs (e.g., VP Development program).
6. Distribution Lists & Access Governance
Maintain, reconcile, and audit departmental email distribution lists (DLs) for FTEs, Consultants, Graduates, Voice of the Employee (VOE), and Site-wide groups.
Partner with engineering/automation teams to identify opportunities to automate distribution list synchronization based on resource movement.
Required Qualifications & Competencies
Experience & Education
Experience:
4+ years of relevant experience in a Project Management, Department Administrator, or Business Management Support role, preferably within a large corporate or financial technology environment.
Education:
Post-secondary diploma or Bachelor’s degree in Business Administration, Communications, Human Resources, or related field (or equivalent practical experience).
Technical Skills
MS Office Suite: Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, charts, data organization), PowerPoint (executive deck creation), Word, and Outlook.
Collaboration & Portal Tools: Hands-on experience managing and publishing content on Microsoft SharePoint, MS Teams, and enterprise social/collaboration platforms.
Reporting & Dashboards: Familiarity with business intelligence tools (e.g., Tableau, Power BI) and corporate workforce management systems (e.g., Workday, Fieldglass, ServiceNow, or internal ERP systems).
Professional & Interpersonal Attributes
Organizational Excellence: Exceptional multi-tasking skills with the ability to prioritize competing deadlines in a fast-paced technology environment.
Data Accuracy & Discretion: High attention to detail and rigorous commitment to handling confidential personnel and financial data with integrity.
Communication Skills: Strong verbal and written communication skills suitable for interfacing with senior executives, engineering leads, vendors, and external visitors.
Proactivity & Initiative: Self-starter capable of working autonomously, optimizing existing administrative workflows, and driving continuous improveme
#J-18808-Ljbffr
Project Administrative Assistant in Mississauga employer: Open Systems Technologies
Open Systems Technologies is an exceptional employer that fosters a collaborative and innovative work culture in Mississauga. With a strong emphasis on employee growth, you will have the opportunity to mentor junior developers and lead technical initiatives while enjoying the flexibility of a hybrid work model. Our commitment to professional development and a supportive environment makes us an ideal place for those seeking meaningful and rewarding employment.
