Administrative Assistant, Human Resources

Title: Administrative Assistant, Human Resources Location: Remote - GTA BasedStart Date: ImmediateEmployment Type: Full-time or Part-timeAbout UsThe Orion Group is a complete HR consulting firm with over 20 years of experience supporting organizations in building strong, inclusive workplaces. As a boutique Toronto-based firm, we partner with clients across Canada and internationally, offering tailored solutions that combine strategy, people and performance.Our work is delivered through three specialized brands:Orion HR - HR Consulting & Advisory (strategy, policy, compliance, people operations)Orion Search - Executive Search & RecruitmentOrion Learning - Workplace Training & DevelopmentThe OpportunityWe are seeking a detail-oriented and proactive Administrative Assistant, Human Resources to support our growing team. This role provides a blend of administrative, project coordination and marketing support across our three brands.While the position is primarily remote, occasional travel within the Greater Toronto Area, to conferences, trade shows, team meetings and in-person training sessions will be required.Key ResponsibilitiesProject SupportCoordinate meetings, interviews and training logistics, including scheduling, materials preparation and technical setup for in-person and online sessionsSupport team members with calendar management and coordination across multiple projects and stakeholdersAssist in planning and executing internal and client projects, including research, tracking deliverables and maintaining documentationSupport coordination of appearances at conferences, trade shows and client eventsTake ownership of administrative initiatives such as client appreciation programs (cards, gift baskets and branded materials) including sourcing vendorsAssist with sending, tracking and reconciling invoices and paymentsResource & Document ManagementDevelop and maintain a digital resource library for training materials, handouts and presentation slidesFormat proposals, presentations and internal documents using company templates, Canva and Adobe Creative SuiteManage shared drives and templates to ensure version control and consistencyMarketing & Communications SupportMaintain contact information, outreach records and activity tracking in the CRM and ATS systemsSupport preparation of newsletters, social media posts and marketing collateral using Canva or Adobe toolsAssist in formatting and coordinating business development proposals and promotional materialsCommunicate professionally with clients, candidates and potential clients through email and other channels to share information and provide timely, accurate follow-upOther Administrative DutiesProvide administrative assistance to internal team members as neededPerform other related duties as required to support the team and organizational prioritiesQualificationsSkills & ExperiencePost-secondary education in Business Administration, Human Resources, Marketing, Communications or a related field1 - 3 years of experience in an administrative or coordination role; experience in a professional services or HR environment is an assetStrong proficiency with Microsoft Office, Canva, Adobe Acrobat and project management toolsComfortable using digital communication and file management tools such as Teams, Zoom and shared drives/SharePointExperience using ATS and CRM systems for tracking, outreach and reportingExcellent written and verbal communication skills, with strong attention to detail, formatting accuracy and document presentationTech-savvy and AI-friendly, with curiosity and ability to use modern tools (e.g., Canva Magic Studio; Synthesia) to enhance efficiency and creativityCore Qualities & Personal AttributesHighly organized and dependable, with the ability to manage multiple priorities and deadlinesResourceful and proactive: anticipates needs, identifies solutions and follows through independentlyCollaborative and people-oriented, fostering strong relationships with internal and external stakeholders in a remote-first environmentAdaptable and growth-minded, eager to learn new tools and approaches in a dynamic environmentOtherMust reside within the Greater Toronto Area to support occasional in-person meetings, training sessions, conferences and trade showsExperience supporting remote or hybrid teams is an assetValues & CommitmentWe believe in precision with purpose, combining strategy and empathy to design HR solutions that are both practical and people-focused. We foster a culture of respect and accountability, where collaboration and psychological safety drive performance. Above all, we value partnership over prescriptions, working alongside clients to create lasting, measurable impact.The Orion Group is an equal opportunity employer committed to equity, diversity and inclusion in the workplace. We welcome and encourage applications from all qualified individuals, including women, members of visible minorities, Indigenous peoples, persons with disabilities and members of the 2SLGBTQIA+ community.In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, we are committed to providing accommodations throughout the recruitment, selection and employment process. If you require accommodation at any stage, please let us know and we will work with you to meet your needs.Consent & Privacy StatementBy applying, you acknowledge that The Orion Group may collect and use your information for recruitment-related purposes and to stay in touch about future opportunities or resources that may be of interest.We respect your privacy and handle all personal information in accordance with applicable privacy laws. You can opt out of communications at any time.