Administrative Assistant and Project Coordinator - Jobs in Toronto, ON

Job Description

Build a meaningful careerAt LifeWorks, we offer more than career opportunities, we provide career opportunities to make meaningful contributions to people’s lives. The extraordinary expertise of a more than 6,000-strong workforce is harnessed to support the employees and families of the organizations we serve. Our innovative programs have a lasting impact on the health, financial security and productivity of 24,000 workplaces.Administrative Assistant and Project CoordinatorFull Time EmploymentToronto, ON Office (Downtown), or Remote/Home Office - CanadaIntegrated Health SolutionsLifeWorks Integrated Health Solutions support the total health and well-being of over 35 million lives worldwide with our clinical expertise, global presence and digital well-being platforms. We empower healthier, happier, and more productive employees by combining our award-winning Employee Assistance Program with proactive wellness solutions in a digital ecosystem that helps them prevent and manage issues and concerns about family, health, life, money, and work.As a Global Employee Engagement Platform serving tens of thousands of companies and millions of employees worldwide, Integrated Health Solutions use innovative technology and mobile-first user experience to deliver a Total Wellbeing Solution that people and companies - such as Aviva, Burberry, Walgreens, Expedia, Intel and Nestlé Canada - love to use.Our employees have access to the same high-quality well-being support and resources provided to our customers. We pride ourselves on providing a work environment that inspires innovation, connection and collaboration while also supporting your growth and development both personally and professionally. We value difference-makers, and individuals and teams who bring high energy, passion, and a relentless commitment to excellence to their roles.SummaryAre you recognized for your unparalleled organization and administrative skills Do you consider yourself a ringmaster of coordination Would you like to develop your project coordination and management skills while continuing to hone your administrative skillsLook no further – our Product Management team might just be the right spot for you!The Administrative Assistant & Project Coordinator is the main point of contact for global Product Management team based in Canada, the US and the United Kingdom and is involved in all feature teams, portfolio management and strategic projects. This role interacts with senior-level stakeholders including Directors, Vice Presidents and Senior Vice Presidents, as well as working directly with all other levels within the department and larger organization including collaborating with enterprise Finance, IT and Strategy departments.Essentially, the Administrative Assistant & Project Coordinator acts as the department’s heartbeat – ensuring the department is running smoothly from staff engagement, to alignment of our capital and operational budgets. The goal of this role is to ensure the team feels connected, informed and guided throughout the year within our product management cycle; bringing all sub-groups under the global Product Management department into a cohesive team, that is consistently growing as directed by senior leadership and strategic objectives.The Senior Administrative Coordinator will be responsible for communicating effectively with a global team of department staff regarding change management, new policies, product updates, market reports, methodologies (for example, pragmatic / Design Thinking), leadership and staffing updates, and any additional department changes that are impactful.This role is also heavily involved in monitoring departmental actuals, processing capital expenses and forecasting against quarterly budgets; and plays a large part in planning the yearly department budgets (in partnership with senior leadership).Responsibilities:Your outstanding coordination ability will allow you to provide solid administrative support to Senior Leadership & Product Management teams:Showcase your organizational skills by planning and organizing Quarterly Business Reviews including preparing agenda, sending invitations and assembling meeting materialsLeverage your broad experience to participate in the interview, selection and onboarding process for new department staff globally; process all Human Resources (HR) and IT forms related to staff leaves (globally);Flex your analytical muscles by participating in strategy planning, balancing scorecard evaluations, and product cycle budget planning;Ensure all staff, business units and approval matrix information is current and correct for the department;Control permissions for licenses and external / internal tools used by department staff;Organize senior leadership calendars, plan re-occurring meetings and send / forward invites to attendees;Design leadership presentations, agendas and provide support with structure of meeting objectives.Your business acumen will come in handy for capital portfolio and operational finance management including:Educate the team on the capital and operational budget planning processes, and approval expectations;Support the Senior Manager of Product Operations with monthly business and IT hours;Generate weekly time-entry analysis report of month-to-date hours of all feature teams plus portfolio management hours; including sending frequent reminders to the to enter their business hours;Compare weekly hours with monthly run rate, and provide recommendation on reaching monthly target;Update actuals from capital dashboard, into feature team actuals and forecasts spreadsheet;Review actuals vs. forecast budgets to ensure no overages on capital budgets, flag inaccuracies to Finance with request of detailed general ledger details;Track and add all one-time costs estimates into one time integration budget; including ensuring all contract staff details are current with hire date, termination date, salary, etc.;Complete weekly and monthly reviews of profit and loss statements posted in Adaptive Insights;Support yearly budget planning in global currencies (CAD, USD, GBP); including aligning submission dates, collecting budget inputs from each business unit owner and building final draft prior to submission;Offer budget recommendations, and cost savings ideas;Oversight of department credit cards; including requesting new cards, deactivating cards, and reporting suspicious activity;Manage activities across different financial systems: 1MSI, Concur, and Adaptive.Your people skills will enable efficient vendor management as you:Act as the first point of contact for Product Management vendors;Process all invoices in Concur while connecting with Finance to process global payments, wire payment inquiries, stop payments, etc.;Review payment terms and house all department standard of work agreements and invoices;Review 1MSI for payment status, vendor number and payment terms;Update vendor payment details, payment terms, billing address and SWIFT code with Concur Administration team;Connect with vendors on pricing, demos, additional licensing and renewals.Succeeding as the Administrative and Project Coordinator will require the following core qualifications and skills:Completed post-secondary education in Business Administration, Finance, Computer Science / Technology, or a relevant field is required;5+ years of directly related work experience in project and budget management, including experience acting as the go-to resource for HR, IT, vendor cost, budget and finance support; Strong computer skills, including;Full proficiency with Microsoft Office Suite is required, including expert-level skill with Outlook and PowerPoint/Viso and advanced skills with Excel and MS Project;Experience with Smartsheet, Piktochart, Adaptive Insights, UMT 360, Concur, 1MSI and Workday (HRIS and Finance systems);Strong interpersonal skills and passion for supporting a global and growing department, while working with various lines of business across a matrix organization;Exceptional communication skills (verbal and written) are required, including the proven ability to manage internal and external communications on behalf of a senior leadership team;A demonstrated creative and methodical approach with planning and building initiatives;Experience with change management, demonstrated negotiation skills;Exposure to Agile, Design Thinking methodologies;Proven critical thinking skills, combined with a high attention to detail;Superior time management skills are required, including the proven ability to prioritize and multi-task in a fast-paced work environment;Additional coursework or credentials in Project Management and Lean Six Sigma, PMP certification (or working towards) is a significant asset;1-2+ years of leadership experience is a significant asset.INDSS#LI-SS1Job Grade: MS3About LifeWorksLifeWorks is a global leader in delivering technology-enabled solutions that help clients support the total wellbeing of their people and build organizational resiliency.By improving lives, we improve business. Our solutions span employee and family assistance, health and wellness, recognition, pension and benefits administration, retirement and financial consulting, actuarial and investment services.LifeWorks employs over 6,000 employees who work with some 24,000 client organizations that use our services in more than 160 countries.LifeWorks is a publicly traded company on the Toronto Stock Exchange (TSX: LWRK).For more information, visit lifeworks.com.Quick Apply

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