Administrative Assistant - Human Resources

Job summary

Provide administrative and operational support across the employee lifecycle, including recruitment, onboarding and offboarding, employee data management, benefits and leave administration, and performance and remuneration processes. Maintain HR records and reports, manage employee inquiries and communications, and support HR projects and day-to-day team needs.

Job details

We are seeking a bilingual Administrative Assistant to join our dynamic Human Resources team at IPH Canadian Services. This position can be based in Ottawa, Toronto or Montreal, with a hybrid working model. As an Administrative Assistant, you will provide critical administrative and operational support to the HR team in respect to the end-to-end employee lifecycle within the Canadian member firms. This position plays a key support role in managing the day-to-day HR activities including recruitment, data management, HR reporting, onboarding and offboarding, staff updates and changes, performance management and actively participating in a range of IPH Group HR projects. The role requires a highly efficient individual with a strong ability to multi-task in a fast-paced environment. Responsibilities Facilitate the administrative tasks throughout the employee lifecycle including probationary periods, staff anniversaries, changes to employment, fixed term contract ends, parental leave, etc. Maintain employee data within the HRIS, ensuring the HRIS is up to date at all times. Facilitate the onboarding and offboarding processes of new employees; enter them into our HRIS, produce an agenda for the first week, schedule meetings, etc. Manage survey data in the CultureAmp platform. Draft and administer the monthly HR newsletter. Ownership of the HR inbox: efficiently respond to inquiries and escalate complex matters as required. Support recruitment processes, including campus recruitment, by assisting with prescreen calls and scheduling interviews. Support the administration of benefits and leave of absence programs. Support the HR Team with all of their administrative needs, including preparing memos. Provide administrative support for HR processes including bi-annual performance reviews, remuneration reviews and leave monitoring, by preparing letters and supporting documentation, processing employee transactions, coordinating approvals, sending notices, maintaining employee files, and following up on outstanding actions. Assist with the preparation and maintenance of HR metrics data and development of required reports, including compliance reporting. Perform other duties as assigned. Knowledge and exprience Diploma or Bachelor’s degree in administration, or a relevant combination of education and work experience. 5+ years’ experience in a similar role (prior experience working in professional services is considered an asset). Exceptional MS Office Suite skills. Experience with SAP SuccessFactors and/or Ceridian Dayforce is considered an asset. Effective oral and written communication skills in both English and French; bilingualism is a requirement. Demonstrated ability to multi-task in a fast-paced environment. Well-developed organizational and administrative skills, including strong attention to detail. Ability to work independently, manage priorities, and meet deadlines. About Us IPH Limited is the holding company for intellectual property (“IP”) and associated companies offering a wide range of IP services and products. IPH companies employ a highly skilled multidisciplinary team of approximately 1600 people in Australia, New Zealand, Canada, Singapore, Malaysia, China, Indonesia, Thailand, Philippines and Hong Kong. IPH companies service a diverse client base of Fortune Global 500 companies, multinationals, public sector research organisations, SMEs and professional services firms worldwide. We are passionate about what we do and what we can achieve. The IPH Group is committed to promoting and maintaining a workplace culture of shared respect across companies to enable us all to feel valued and be the best we can be. We welcome applications from all qualified individuals. Accommodations are available on request for candidates taking part in all aspects of the selection process. We thank all applicants in advance for their interest; however, only those candidates selected for an interview will be contacted. The base salary for this role will be positioned between $65,000 - $70,000 taking into consideration factors such as location, job-related knowledge, prior experience, qualifications, and internal equity.

What you’ll do

Provide administrative and operational support across the employee lifecycle, including recruitment, onboarding and offboarding, employee data management, benefits and leave administration, and performance and remuneration processes. Maintain HR records and reports, manage employee inquiries and communications, and support HR projects and day-to-day team needs.

Requirements

Requires a diploma or bachelor’s degree in administration, or a relevant combination of education and work experience, and at least five years of experience in a similar role. Candidates must have strong Microsoft Office skills, be fluent in written and spoken English and French, and demonstrate organization, attention to detail, multitasking, and deadline management; SAP SuccessFactors or Ceridian Dayforce experience is an asset.

Listed skills

• Microsoft Office · Preferred
• Bilingual communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Human Resources Administration
• Employee Lifecycle Administration
• HRIS Data Management
• Onboarding and Offboarding
• Recruitment Support
• Interview Scheduling
• Benefits Administration
• Leave Administration
• Performance Management
• HR Reporting
• Compliance Reporting
• Employee Communications
• Microsoft Office
• SAP SuccessFactors
• Ceridian Dayforce
• Bilingual Communication

Job areas

• Human Resources
• Administrative