OPEN: Administrative Support

We are currently requesting resumes for the following position : Administrative Support

Resume Due Date : Thursday, October 22nd, 2026 (5:00PM EST)

Job ID: 26-103

Number of Vacancies : 1

Level : Band L

Duration : 6 months

Hours of work: 40 Hours per week

Location : 700 University Ave, Toronto,

Work Mode: 100% onsite

Hourly Range: $40 – $45

Job Overview

Provide comprehensive administrative support to the Corporate Governance Group in connection with the activities of our client’s Board of Directors, Board Committees and other corporate governance matters. Prepare, process, distribute and maintain correspondence, reports, meeting materials, schedules, records and other routine, confidential and time-sensitive information for internal and external stakeholders.

Coordinate the administrative and logistical requirements for Board, Board Committee and other governance-related meetings, including scheduling meetings; maintaining calendars and meeting invitations; coordinating meeting rooms, virtual meeting arrangements and IT support; and arranging catering, accommodations, transportation and other meeting logistics. Provide administrative support during Board meetings, Board weeks, director orientation sessions and other governance-related meetings and events.

Support the preparation, organization and distribution of Board and Committee materials, including agendas, schedules, itineraries and supporting documentation. Maintain and update information and materials on SharePoint, Diligent and other governance repositories, including posting materials and coordinating appropriate user access.

Provide administrative support to our client’s directors, including coordinating travel and accommodation arrangements, meeting logistics and other administrative requirements. Prepare and administer director expense reports and supporting documentation, maintain expense tracking records, and coordinate applicable reviews, approvals and submissions.

Provide financial and administrative support to the Corporate Governance Group, including preparing and processing the Corporate Governance Group’s expense reports and expense submissions, preparing and tracking accrual information, processing invoices and payments, preparing purchasing requisitions, and assisting with other expense and budget administration.

Maintain effective tracking and follow-up systems for administrative and governance activities, including monitoring deadlines, outstanding actions and recurring requirements, and following up with appropriate individuals to support timely completion.

Process routine reports, forms and administrative information, ensuring accuracy, completeness and compliance with applicable to our client’s policies, procedures and records-management requirements. Maintain organized and accurate corporate governance records and coordinate the retention and disposition of records in accordance with applicable requirements.

Assist with the maintenance and periodic review of Board and Committee charters, policies, guidelines, procedures and other governance documents, including document formatting, filing, distribution and posting to applicable repositories.

Coordinate correspondence and administrative activities with our client’s executives, directors, executive assistants, external service providers and other internal and external stakeholders. Search files and records to obtain and organize information required to respond to routine requests and support the activities of the Corporate Governance Group. Liaise with other client groups and external parties to coordinate administrative activities, communicate requirements and support applicable deadlines.

Provide back-up administrative support within the Corporate Governance Group as required and coordinate office, technology, access and other administrative requirements. Maintain calendars, schedules, contact and distribution information, arrange meetings and travel, coordinate visitors, maintain files and records, and support ad hoc requests and initiatives.

Qualifications

Requires post-secondary education in office administration, business administration or a related field, or an equivalent combination of education and relevant experience.

Requires demonstrated experience providing administrative support in a professional corporate environment, preferably supporting senior management, executives, a Board of Directors, or a corporate governance, legal or similar function.

Requires comprehensive knowledge of contemporary office and administrative practices and demonstrated proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Experience with Board portal, expense management, procurement, records management, and other corporate administrative systems is an asset.

Requires strong written and verbal communication skills, including proficiency in English grammar, spelling and sentence structure, to prepare and review professional correspondence, reports, meeting materials, and other business documentation.

Requires strong organizational and time‑management skills, with the ability to manage multiple priorities, coordinate complex meeting and logistical requirements, monitor deadlines and outstanding actions, and follow through on assignments in a timely manner.

Requires a high degree of accuracy and attention to detail in preparing and maintaining records, reports, expense submissions, financial information, meeting materials, and other administrative documentation.

Requires sound judgment, discretion, and professionalism in handling confidential and sensitive information and in dealing with our client’s executives, directors, management, employees, and external stakeholders.

Requires strong interpersonal skills and the ability to work collaboratively with individuals at varying levels of the organization and to coordinate effectively with internal and external stakeholders.

Requires the ability to work independently, exercise initiative within the scope of the position, identify and address routine administrative requirements, and determine when matters should be referred to other members of the Corporate Governance Group.

Requires experience with financial and administrative processes, including expense reporting, invoice processing, purchasing and basic budget or accrual administration. Requires sufficient numerical proficiency to review and process expense, invoice, accrual and other routine financial information accurately.

Requires experience maintaining electronic records and information in accordance with established records‑management practices, including organizing, filing, retrieving, and maintaining documents and supporting retention and disposition requirements.

Requires flexibility and the ability to respond to changing priorities, time‑sensitive requests and periods of increased workload, including providing administrative support for Board and Committee meetings and other governance‑related activities as required.

Our client is dedicated to promoting employment equity and encourages applications from equity‑seeking communities including but not limited to: Indigenous Peoples, racialized individuals, persons with disabilities, and women. Our client aims to build a diverse team that reflects the communities it serves, enhancing its ability to meet their needs. We are committed to an inclusive and accessible work environment and invites all qualified individuals to apply, offering accommodations during the application, interview and onboarding process as needed. This effort supports our client’s long‑term strategy for equity, diversity, and innovation.

CPUS Engineering employs artificial intelligence (AI) tools as part of its recruitment process to enhance efficiency and consistency. These tools may assist with activities such as application screening, candidate evaluation, and summarization of interview feedback.

AI-generated outputs are intended to supplement, not replace, human judgment. All final hiring decisions are made by qualified human decision-makers who exercise professional discretion in reviewing and assessing candidate information alongside any AI-generated insights.

CPUS Engineering ensures that the use of AI in recruitment complies with all applicable employment laws, human rights legislation, and privacy regulations. The organization is committed to maintaining fairness, transparency, and non-discrimination throughout the hiring process.