Administrative Assistant

Job Number: J

Job Title:

Administrative Assistant Job Type: Permanent FT Management & non-union Professionals Campus:
Progress Campus/Hybrid

Location:

Greater Toronto Area Pay Range: $69,954.00 - $87,441.00/Year Pay Band: 8 Admin Hours/Week: 35 Shift

Schedule:

Monday to Friday, 8:30am 4:30pm Open Positions: 1 Date Posted:
January 15, 2026 Closing Date:
January 30, 2026

Centennial College recognizes and affirms Diversity, Equity and Inclusion and Indigenous ways of knowing as central to the vibrancy and uniqueness of its learning and working academic mission. We strongly encourage applications from members of Indigenous communities and all equity-deserving groups including Women, Racialized, Persons with Disabilities, and LGBTQ+ communities.

We also recognize that Centennial is situated on the Treaty Lands of the Mississaugas of the Credit First Nation and pay tribute to their legacy as well as that of all First Peoples that have been and remain present here in Toronto. We recognize that First Peoples come from sovereign Nations and that part of understanding our responsibilities of residing on this territory are understanding the true history, circumstances and legacy of the Treaties signed here (such as the Toronto Purchase, Robinson-Huron Treaty and Williams Treaties) and including pre-contact Treaties and Agreements between sovereign Nations and that all peoples in this area are therefore Treaty people with obligations and responsibilities to all our relations.

Position Summary
Reporting to the Executive Assistant in People, Equity and Culture (PE&C), the Administrative Assistant plays a critical role in supporting the operational and confidential functions of the division. The Administrative Assistant works closely with divisional leadership to ensure the efficient coordination and execution of sensitive administrative processes related to labour relations, employee lifecycle management, and divisional operations. This role is essential to the smooth operation of the PE&C division and serves as a central administrative resource for both day-to-day activities and long-term strategic initiatives.

The Administrative Assistant has direct involvement in confidential employee and labour matters, such as providing administrative support for grievances, investigations, and disciplinary actions. The position requires exceptional discretion, organizational acumen, and attention to detail, as it involves managing secure records, drafting confidential correspondence, and supporting internal and external communications.

The Administrative Assistant is also responsible for coordinating HR processes, preparing financial documentation, and facilitating onboarding and divisional support services. As a key point of contact for sensitive interactions involving union representatives, employees, and other stakeholders, the incumbent must exercise sound judgment, uphold privacy standards, and maintain the highest level of professional integrity.

Responsibilities

Serve as a front-line reception contact on a rotational basis with the administrative team, triaging in-person, phone, and email inquiries.

Provide confidential administrative support including calendar management, correspondence, and secure document handling for Directors and Managers.

Coordinate grievance meetings, disciplinary processes, and confidential labour relations documentation.

Maintain secure records systems for employee files, investigations, and divisional reports.

Prepare and manage sensitive correspondence such as termination letters, investigation notices, and accommodation plans.

Support labour-management and committee meetings through scheduling, agenda preparation, minute-taking, and action tracking.

Administer staff movement processes including onboarding, terminations, extensions, and reclassifications.

Manage sensitive HR documentation related to disability management, WSIB, and medical accommodations.

Coordinate procurement, expenses, purchase requisitions, and invoice workflows while tracking divisional budgets and expenditures.

Support onboarding and offboarding processes including workspace setup, IT coordination, equipment retrieval, and welcome logistics.

Act as a liaison between PEC leadership and internal/external stakeholders while handling confidential communications.

Contribute to divisional projects, retreats, change initiatives, and operational improvements through planning, coordination, and administrative support.

Qualifications/Experience

Two (2) year diploma in Office or Business Administration, Human Resources, or a related field; or a combination of education, training, and experience that demonstrates equivalent knowledge, skills, and abilities.

Three (3) years of administrative support experience in a confidential and service-oriented environment, preferably in the public sector and/or a medium to large-scale organization.

Advanced writing, editing, and presentation skills for the preparation of high-quality correspondence, presentations, reports,…