ADMINISTRATIVE ASSISTANT Seasonal Part Time Position

Permanent Full-Time

Location: Head Office

Hours of Work: Monday to Friday, 37.5-hour work week

Language: English

Mount Pleasant Group (MPG) is a not-for-profit organization that has been dedicated to serving families in the Greater Toronto Area since 1826. MPG comprises of two affiliated entities: the Mount Pleasant Group of Cemeteries (MPGC) and Canadian Memorial Services (CMS). Together, they deliver comprehensive death care services with compassion and professionalism. MPGC owns and operates ten cemeteries and four crematoriums across the GTA, while CMS provides funeral services at nine locations, including funeral centres within MPGC cemeteries and standalone facilities known as The Simple Alternative. As a trusted community partner and environmental steward, MPG is committed to innovation, leveraging new trends and advancements in technology while upholding our long-standing values. Our team takes pride in the meaningful work we do every day, helping families navigate life's most challenging moments with care and respect.

A world where dignified, inclusive, innovative and trustworthy death-related planning and care are accessible to everyone.

Our Mission: MPG will serve the diverse clients and communities of yesterday, today and tomorrow with excellence and compassion to meet all their death care needs.

Inclusiveness • Transparency • Innovation • Dependability • Compassion

At Mount Pleasant Group, we believe our strength lies in the passion and diversity of our people, and we deeply value the unique skills, perspectives, and experiences each individual brings to our team. By embracing inclusivity, we aim to build a workforce that collaborates meaningfully and reflects the richly diverse communities we are privileged to serve. We encourage individuals of all backgrounds, experiences, and identities, including those from underrepresented groups, to apply and join us in advancing our commitment to diversity, equity, and inclusion.

The Administrative Assistant plays a key role in supporting the daily operations of the department by providing reliable administrative, coordination, and communication support for the Property Services team. This position manages scheduling, organizes documents and records, prepares professional correspondence, and assists with meetings, reporting, and special projects. As a highly organized and service‑oriented team member, the Administrative Assistant helps ensure leaders and staff have the information, tools, and support they need to deliver on departmental and organizational priorities.

This role interacts regularly with colleagues, clients, and external partners, representing the organization with professionalism and a welcoming, customer‑focused approach.

Administrative Support

Serve as a welcoming and knowledgeable point of contact for internal staff, clients, vendors, and community partners. Maintain organized, accessible filing systems (both electronic and physical) ensuring documents are stored securely, labeled clearly, and retained in accordance with organizational policies and legal requirements.
Process, verify, and track invoices, expense claims, and related financial documentation. Monitor department office supply levels, coordinate ordering, and maintain relationships with vendors. Track employee absence requests (vacation, personal, or sick time) where relevant for the department, ensuring records are complete and managers have updated scheduling information.
Provide reception coverage when needed, including greeting visitors, answering incoming calls, and supporting a welcoming front‑office environment.
Draft, edit, and format clear, accurate, and professional correspondence, reports, presentations, proposals, memos, notices, forms, and contract documents.
Review documents for clarity, plain‑language communication, grammar, formatting, and alignment with organizational standards.
Prepare materials for internal and external audiences, ensuring content is accessible, well‑organized, and consistent with corporate messaging.
Support the development of briefing notes, summaries, and polished presentation decks for senior leadership, committees, and stakeholder groups.
Maintain Standard Operating Procedure (SOP) documents, including version control, change tracking, and distribution to management.
Prepare operational reports and summaries for Property Services, including data such as burials per site, staffing levels, seasonal and part‑time hours, and licensed/unlicensed classifications.
winter maintenance logs, cemetery inspection records) and provide summary findings to the Director.
Reporting & Data Management

Compile, verify, and analyze data for scheduled and ad‑hoc reports, ensuring accuracy, completeness, and clear presentation.
Build and maintain spreadsheets, tracking tools, or dashboards to monitor key business metrics, project progress, financial information, or operational trends.
Gather information from internal systems, colleagues, or databases to support informed decision‑making by managers and executives.
Present data findings in charts, summaries, or dashboards that are easy to interpret and aligned with organizational reporting practices.
Prepare monthly Key Performance Indicator (KPI) reports and assist with identifying trends or performance insights.
Assist in the annual budgeting process and support the ongoing strategy and monitoring of the Care & Maintenance Fund.
Schedule and organize meetings, including preparing agendas, confirming attendance, arranging audiovisual or technical support, and ensuring all required materials are available.
Responsibilities may include venue sourcing, catering arrangements, guest coordination, document preparation, travel planning, and on‑site logistics support.
Arrange domestic or international travel for staff or leadership, securing cost‑effective flights, accommodations, ground transportation, and itineraries.

Uniform, Fleet & Asset Administration

Track uniform orders and maintain up‑to‑date databases for front‑line staff, ensuring timely fulfillment and inventory accuracy.
Track all fleet vehicles, ensuring registration, licensing, inspection, insurance, and maintenance requirements are met. Coordinate the purchase and sale of fleet vehicles, ensuring all associated documentation is completed accurately and on time.
Ensure assets and equipment within the department are documented, monitored, and maintained according to organizational standards.

Special Project Support

Work collaboratively with directors, project managers, and subject matter specialists to support the timely completion of project deliverables.
Conduct background research or gather required information to support planning, reporting, or decision‑making.

Two (2) year diploma or higher in Business, Office Administration, or a related field (an equivalent combination of education, training, and relevant experience will also be considered.
At least three (3) years of administrative experience, including providing support to a director-level leader or equivalent senior position.
Exceptional attention to detail and accuracy when managing documentation, organizing information, and completing administrative tasks.
Experience using administrative systems and contributing to process improvements, including tracking tools, document management systems, or workflow platforms.
Intermediate proficiency in Microsoft 365, including Excel, Word, PowerPoint, Outlook, and Windows‑based applications.

If you require accommodation during the recruitment and selection process, please send us an email with your accommodation needs at View email address on ca.snapjobsearch.com Pleasant Group’s recruitment process may utilize artificial intelligence (AI) tools to assist in the initial screening and matching of applications to job requirements. These tools are designed to support efficiency and consistency in reviewing applications.