Job Description

We are seeking a

detail-oriented and organized Administrative Assistant

to join our team at

Maple Armor

, a fire alarm device manufacturing company. This role supports daily administrative and HR-related operations, helping ensure smooth office coordination, clear communication, and accurate recordkeeping.

The ideal candidate is well-organized, reliable, and comfortable multitasking in a professional, in-person work environment. This is a

contract-based position

reporting to the

Director of Administration

, with work primarily based in

Oakville

.

Key Responsibilities

HR & Administrative Support

Support HR and administrative operations, including: Performance review coordination and documentation Training and policy acknowledgement tracking HR file organization and record maintenance Assist with onboarding and offboarding administrative tasks Handle sensitive and confidential employee information with discretion
Scheduling & Coordination

Schedule meetings, reviews, and internal coordination sessions Manage calendars and send meeting invitations Follow up on missing submissions, action items, and deadlines Coordinate logistics for meetings and internal activities
Documentation & Process Control

Prepare, format, and maintain HR and administrative documents, including: Policies and procedures Forms and templates Training and meeting materials Ensure version control, accuracy, and consistency across documents Maintain organized digital and physical filing systems
Tracking & Reporting

Maintain tracking logs for: Performance review submissions Training completion Policy acknowledgements Administrative tasks and deadlines Prepare simple status updates and summaries for the Director of Administration Support administrative data collection when required (non-financial decision-making)
Qualifications & SkillsRequired

Strong organizational and time-management skills Highly

detail-driven

with a structured working style Excellent written and verbal communication skills Ability to

multi-task

and manage competing priorities Professional, reliable, and responsive Comfortable working in a regulated / manufacturing environment Able to handle confidential information with integrity Be available to commute to the Oakville office or other locations as required by the supervisor
Preferred (Plus)

Background or experience in

HR-related roles

Previous experience in: HR administration Office administration Operations support Familiarity with Microsoft Office / Google Workspace
Working Style Expectations

Well-organized and process-oriented Proactive in follow-ups and issue identification Comfortable executing structured, repeatable tasks Able to work independently while following clear instructions
Job Types: Part-time, Fixed term contract

Pay: $20.00 per hour

Expected hours: 37.5 per week

Ability to commute/relocate:

Oakville, ON: reliably commute or plan to relocate before starting work (preferred)
Education:

Bachelor's Degree (preferred)
Work Location: In person