Administrative Coordinator Jobs in Oakville, ON

Admin Coordinator / Executive Assistant

Toronto, Ontario
onsite
Permanent
70000 - 80000 CAD / Yearly
Job Title: Management AssistantSalary: $70-$80k Location: Toronto, Ontario Job Type: Full-time, Permanent Job Summary:Robert Half Canada is recruiting on behalf of our client, a global Asset Management firm for a Management Assistant opportunity in Toronto. This role is ideal for an organized and adaptable administrative professional who enjoys supporting office operations and senior team members in a fast-paced corporate environment. Key Responsibilities<ul><li>Coordinate meetings and events, including scheduling, preparing meeting materials, booking conference rooms, arranging catering, and ensuring meeting spaces are set up and equipped for a seamless experience.</li><li>Provide administrative support to leadership team members, assisting with document preparation, correspondence, reporting, special projects, and ad hoc administrative requests as needed.</li><li>Manage complex calendars and scheduling for senior leaders, coordinating internal and external meetings across multiple time zones, resolving scheduling conflicts, and ensuring efficient time management.</li><li>Coordinate domestic and international travel arrangements, including flights, and accommodations ensuring compliance with company policies.</li><li>Prepare, reconcile, and maintain expense reports and corporate credit card records.</li><li>Maintain confidential records, files, and administrative documentation while exercising a high degree of professionalism, discretion, and attention to detail.</li><li>Serve as a key point for greeting visitors and external clients.</li></ul>
2026-09-25T00:00:00Z

Human Resources (HR) Coordinator

Toronto, Ontario
onsite
Temporary
24.7 - 28.6 CAD / Hourly
We are looking for a Human Resources Coordinator to support day-to-day people operations for a downtown team in a permanent, on-site environment. This long-term contract opportunity is ideal for someone who is organized, service-oriented, and comfortable handling HR administration, onboarding, benefits coordination, and payroll-related tasks. The successful candidate will help create a smooth employee experience while maintaining accurate records and supporting key HR processes in Ontario. Responsibilities: • Coordinate onboarding activities for new hires, including documentation, orientation scheduling, and system set-up to ensure a positive start. • Maintain employee records and HR data with accuracy across internal systems and platforms used for payroll, benefits, and workforce administration. • Support payroll processing by gathering, reviewing, and submitting employee information in a timely and confidential manner. • Assist with benefits administration by responding to employee questions, updating enrolment details, and liaising with external providers when needed. • Provide day-to-day administrative support to the HR function, including preparing letters, tracking leave-related information, and managing routine follow-ups. • Work with recruitment tools and applicant tracking processes to help coordinate interviews, candidate communication, and hiring documentation. • Deliver training coordination support by organizing sessions, preparing materials, and tracking attendance or completion records. • Help manage HR system updates and process changes, including adjustments related to internal platforms when required.
2026-09-24T00:00:00Z

Administrative Assistant

Waterloo, Ontario
onsite
Permanent
70000 - 100000 CAD / Yearly
We are hiring a Senior Administrative Assistant to support a well-established and highly successful Investment Advisory practice. The Senior Administrative Assistant is responsible for managing the full spectrum of client account administration, transaction processing, account transfers, and regulatory documentation within this high-volume Investment Advisory practice. This is a key position, the operational backbone of the practice and requires extensive experience supporting Investment Advisors, managing client accounts, processing investment transactions, and ensuring regulatory compliance.The successful candidate will be a seasoned financial services professional who can operate independently, oversee complex client transactions, and provide exceptional service to high-net-worth clients.ResponsibilitiesClient Account Administration<ul><li>Open new client accounts and maintain account documentation</li><li>Process account transfers, including incoming and outgoing assets</li><li>Manage client requests and account updates</li><li>Coordinate RESP withdrawals, RRIF payments, estate settlements, and other account transactions</li><li>Ensure all documentation is complete, accurate, and compliant</li></ul>Trade & Transaction Processing<ul><li>Process client trade instructions accurately and efficiently</li><li>Handle cash withdrawals, deposits, transfers, and journal requests</li><li>Monitor transactions through completion and resolve any discrepancies</li><li>Liaise with internal operations teams and external financial institutions</li></ul>Compliance & Regulatory Administration<ul><li>Maintain compliance documentation and client records</li><li>Review new account applications for completeness and regulatory requirements</li><li>Ensure adherence to CIRO and firm compliance standards</li><li>Prepare and submit regulatory and compliance-related paperwork</li><li>Support audits, reviews, and compliance inquiries</li></ul>Client Service Excellence<ul><li>Act as a primary point of contact for clients</li><li>Respond to client inquiries regarding accounts, transactions, and documentation</li><li>Build strong, trusted relationships with clients through professional and proactive service</li><li>Handle sensitive and confidential client information with discretion</li></ul>Office Operations Leadership<ul><li>Serve as the senior administrative resource within the practice</li><li>Identify opportunities to improve processes and efficiencies</li><li>Provide guidance and support to junior administrative staff as required</li><li>Ensure smooth day-to-day operations of the advisory practice</li></ul>
2026-09-29T00:00:00Z

Administrative Assistant

Mississauga, Ontario
remote
Temporary
22 - 24 CAD / Hourly
We are looking for an Administrative Assistant to join a mission-driven team in Mississauga, Ontario on a Long-term Contract basis. In this role, you will provide responsive support to donor-related inquiries, maintain accurate records, and help ensure administrative processes run smoothly across multiple systems. This opportunity is well suited to someone who is organized, adaptable, and comfortable managing detailed work in a fast-paced environment. Responsibilities: • Respond to donor questions and support requests with professionalism, empathy, and timely follow-up across phone and email channels. • Update, maintain, and audit donor information in internal systems to help preserve complete and reliable records. • Investigate and resolve duplicate entries to improve database quality and support overall data integrity. • Assist with tax receipt administration, including processing adjustments and handling related record changes accurately. • Use ticketing platforms such as Freshdesk to log inquiries, monitor progress, and close requests efficiently. • Complete account maintenance and record change requests with close attention to detail and established service standards. • Review information in Excel files, validate details, and transfer corrected data into database platforms as needed. • Support ongoing administration across Microsoft 365, Dynamics, DonorDash, and related tools while helping the team manage changing priorities.
2026-09-30T00:00:00Z

Benefits Coordinator

Concord, Ontario
onsite
Temporary
30.4 - 35.2 CAD / Hourly
We are looking for a Benefits Coordinator to support benefits administration for a financial services environment in Concord, Ontario. This Long-term Contract position is well suited to someone who can manage employee benefit activities with accuracy, provide responsive support, and maintain organized records across multiple HR and payroll platforms. The successful candidate will help coordinate claims, coverage updates, and related administrative processes while working closely with internal teams and external providers. Responsibilities: • Administer day-to-day benefits activities, including enrolments, changes, terminations, and documentation updates. • Respond to employee and stakeholder inquiries regarding medical coverage, claims, eligibility, and benefit options in a timely manner. • Maintain accurate records within HR, payroll, and benefits systems such as ADP Workforce Now, Ceridian, and Dayforce. • Coordinate claim administration by reviewing submissions, tracking outstanding items, and following up with relevant contacts as needed. • Support planning and execution of benefits-related processes to ensure deadlines, compliance needs, and service expectations are met. • Prepare reports, reconcile benefits data, and identify discrepancies to help maintain data integrity across systems. • Work with vendors, carriers, and internal partners to resolve benefit issues and improve the employee support experience. • Assist with benefits administration activities connected to system or process updates when required.
2026-09-28T00:00:00Z

5 results for Administrative Coordinator in Oakville, ON