Administrative Assistant - Chairman’s Office and HR 

 The ideal candidate is dedicated, self-directed and passionate about administrative and executive procedures, talent acquisition and human resources processes. 

The Assistant is a vital member of the corporate team, providing administrative support to the Chairman’s EA and HR program and other projects. 

This is an opportunity to join a growing start-up and learn from seasoned HR professionals and step into a high-potential role with exposure to all aspects of the business. 

Responsibilities 

Recruitment (40%) 

  • Conduct full cycle recruitment- job postings, (phone) interviews, reference checks and in person interviews 

  • Build pipeline and talent maps of top talent through researching, direct sourcing/headhunting and networking (inbound and outbound) 

  • Keen interest in learning the skills of “direct sourcing/hunting” 

  • Pre-qualify, assess and evaluate candidates 

  • Liaise with candidates and interviewers to schedule interviews (book rooms, send invites/confirmations, etc.)

  • Develop and maintain job descriptions and job postings 

  • Develop and maintain applicant information in HR Database; update ATS 

  • Draft and extend employment offers to successful candidates 

  • Effectively manage a high volume of open roles and candidates with minimal direction 

 

 Human Resources (30%)   

  • Maintain overall efficiency by providing support to the HR team in the maintenance, administration and communication of policies, procedures and initiatives 

  • Apply sound judgment in directing people inquiries appropriately, escalating and resolving requests adhering to team mandates 

  • Prepare new employee files, coordinate and conduct onboarding activities for new employees 

  • Develop and coordinate employee onboarding process, communicate and collect payroll information, integration, and participate in probationary review process 

  • Maintain all documentations related to employee contract fulfillment, employee events and separations; prepare termination documentation 

  • Support Employee Relations activities as needed 

  • Develop specialist knowledge of practical Employment Law and a further understanding of generalist HR as well as increasing understanding of the wider business 

  • Advise of leaves of absence and separations. 

  • Assist with HR-related project work where required 

  • Assumes role of "super user" for all supporting HR technology 

  • Maintain advanced level of confidentiality and professionalism 

Support to Chairman’s EA (30%) 

  • Anticipates issues and initiates appropriate action to ensure the most effective use of the Chairman’s EA’s time 

  • Assist with managing calendars and scheduling meetings 

  • Assist with meeting preparation, event planning and implementation 

  • Prepare and format letters, reports and presentations, using Microsoft Office 

  • Provide administrative support for special projects 

  • Coordinate translation of documents 

  • Basic editing of documents and presentations 

Job Requirements 

  • Minimum 2 years of Administrative, Recruitment and/or Human Resources experience 

  • Post-secondary education 

  • CHRP Designation is an asset 

  • Proficiency in Mandarin 

  • Proficiency with MS Office 

  • Knowledge of current HR legislation and Employment Standards Act 

  • Ability to work in a fast-paced environment 

  • Excellent written and oral communication skills 

  • Strong interpersonal and organizational skills 

  • Strong ability to manage and prioritize multiple tasks in a high-demand environment while demonstrating professionalism and good judgment 

  • Impeccable attention to detail and organizational skills 

  • Passion for teamwork 

  • Excellent time management and attention to detail 

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