Administrative Assistant
About the role
**Requisition Number:**1285
**Terms of Employment:**Permanent Full-Time
**Location:**Head Office
**Employment Address:**700 – 2235 Sheppard Ave E, Toronto ON M2J 5B5
**Hours of Work:**Monday to Friday, 37.5-hour work week
**Vacancy:**1
**Language:**English
Hiring Range:$59,058 - $63,142 annually
About Mount Pleasant Group:
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.
**Our Vision:**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.
**Our Values:**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. We are committed to fostering an environment where everyone feels respected, supported, and empowered to be their authentic selves. 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.
About the Position:
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.
The ideal candidate is detail‑focused, proactive, and able to manage multiple tasks in a fast‑paced environment. They bring strong communication skills, sound judgment, and a commitment to confidentiality and inclusivity. This role interacts regularly with colleagues, clients, and external partners, representing the organization with professionalism and a welcoming, customer‑focused approach.
The successful candidate will be required to:
Administrative Support
- Serve as a welcoming and knowledgeable point of contact for internal staff, clients, vendors, and community partners. Ensure inquiries are handled promptly and directed to the appropriate person or team.
- Coordinate and maintain calendars for executives, managers, or team members, which includes scheduling appointments, resolving overlapping requests, preparing participants in advance, and managing follow‑ups.
- Support smooth daily operations by tracking deadlines, sending reminders, and organizing priority items so leaders have clear visibility into upcoming commitments.
- 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. Ensure accuracy, complete approvals, and timely submission.
- Monitor department office supply levels, coordinate ordering, and maintain relationships with vendors. Ensure resources are readily available to support team needs while adhering to budget considerations.
- 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.
- Open, review, and distribute incoming mail and electronic communications as assigned to support efficient internal information flow.
Correspondence & Document Preparation
- 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.
- Maintain and file Property Services documentation (e.g., winter maintenance logs, cemetery inspection records) and provide summary findings to the Director.
- Maintain the department organization chart by updating staffing changes, reporting lines, or location adjustments as required.
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.
- Review monthly Direct Cost and Care & Maintenance reports, identify variances, prepare clear explanations, and support year‑end forecasting.
- 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.
- Complete monthly expense reports accurately and in alignment with financial guidelines.
- Create and submit purchase orders for approval in accordance with procurement procedures.
Meeting & Event Coordination
- Schedule and organize meetings, including preparing agendas, confirming attendance, arranging audiovisual or technical support, and ensuring all required materials are available.
- Attend meetings as required to record accurate, neutral, and action‑focused minutes. Track follow‑up items and share meeting records promptly with attendees.
- Coordinate events ranging from small team gatherings to larger organizational functions. 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. Maintain accurate records of usage, costs, and service history.
- 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
- Support cross‑department or leadership‑driven initiatives by coordinating logistics, preparing documents, tracking milestones, and assisting with internal communications.
- 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.
Other
- Additional duties as assigned that fall within the scope of the role as assigned by the Director, Property Services or Director, Development.
Qualifications:
- Certificate, diploma, or degree in Architecture, Construction Engineering, Construction Management, or equivalent combination of work experience, training and education
- One to three (1-3) years of relevant project coordination experience in the construction field, including planning, design and construction, interpreting and applying contract plans and specifications, and coordinating contracted construction projects
- A valid Ontario “G” driver’s licence, acceptable driver’s abstract and vehicle for site visits
- Knowledge of construction tendering processes, standard forms of contract, construction management practices, and cost-tracking strategies.
- Knowledge of building systems, maintenance practices, and applicable regulatory requirements.
- Working knowledge of construction industry legislation (OBC, municipal by-laws, OHSA, etc.).
- Ability to read and interpret architectural, engineering, and site drawings.
- Working knowledge of sustainable building practices is an asset.
- Working knowledge of accessible design practices is an asset.
- Strong organizational, analytical, and problem-solving skills.
- Detail-oriented, with the ability to manage multiple tasks and priorities in a deadline-driven environment.
- Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse stakeholders.
- Ability to maintain accurate digital records and use document management platforms (e.g., SharePoint) effectively.
- Familiarity with procurement documentation, bid evaluation processes, and contract administration systems or tools.
- Ability to identify routine issues or discrepancies in project documentation or field conditions and escalate appropriately.
- Knowledge of applicable funeral, cemetery, and cremation by-laws is an asset.
- Proficiency with AutoCAD (2020 or higher).
- Intermediate proficiency in Microsoft 365 applications (Excel, Word, Outlook, etc.).
The Mount Pleasant Group is committed to providing equitable opportunities to all applicants and strives to ensure a barrier-free selection process. If you require accommodation during the recruitment and selection process, please send us an email with your accommodation needs at accomodations@mountpleasantgroup.com, quoting the job requisition ID # and the job title. Any information received related to accommodation will be addressed confidentially.
**Transparency in Our Hiring Process:**Mount 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. All hiring decisions are made by our recruitment team, in conjunction with the respective hiring manager. If you have questions regarding this process or require an alternative review method, please contact us.
About Mount Pleasant Group of Cemeteries
The Mount Pleasant Group (MPG) history stretches back to the early 19th Century, when Toronto was a small Victorian capital, known as the Town of York. Back then, only Anglicans and Roman Catholics could be buried in an “authorized” cemetery. Everyone else had to be buried outside the city. Then, in 1826, our first cemetery, Potter’s Field, was opened with the mission to accommodate all Toronto families, regardless of religion.
Nearly two centuries later, Toronto is a much different place, but our focus hasn’t changed. We’re still committed to providing our communities with choice, whether it’s natural burial, religious and cultural rituals and whatever it is that makes our clients feel welcome and at home. Today, we operate 10 cemeteries, nine funeral centres and four cremation centres across the Greater Toronto Area.
Our long and storied past brings with it a deep sense of responsibility. To the generations of families with loved ones buried in our cemeteries. To the families and communities who choose to celebrate funerals at one of our funeral centres. To the clergy, health-care providers and palliative care organizations who serve our clients. To the communities where our properties are located and to the many people who visit us just to enjoy a peaceful walk.
We also believe that these responsibilities extend into the future.
At MPG, the concept “forever” informs everything we do. We
have cared for our cemeteries for nearly two centuries, and we
are committed to caring for them in perpetuity.
MPG was founded to provide the people of Toronto with a choice when they had none. While our scope today has expanded across the GTA, our purpose still remains rooted in our original purpose amidst an ever evolving landscape of customer preferences. Cremation, new ways of memorializing loved ones, natural burial, and new and different religious and cultural rituals are just some of the ways our business is changing. We welcome these changes and remain committed to providing our clients with ever more innovative choices.
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Administrative Assistant
About the role
**Requisition Number:**1285
**Terms of Employment:**Permanent Full-Time
**Location:**Head Office
**Employment Address:**700 – 2235 Sheppard Ave E, Toronto ON M2J 5B5
**Hours of Work:**Monday to Friday, 37.5-hour work week
**Vacancy:**1
**Language:**English
Hiring Range:$59,058 - $63,142 annually
About Mount Pleasant Group:
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.
**Our Vision:**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.
**Our Values:**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. We are committed to fostering an environment where everyone feels respected, supported, and empowered to be their authentic selves. 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.
About the Position:
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.
The ideal candidate is detail‑focused, proactive, and able to manage multiple tasks in a fast‑paced environment. They bring strong communication skills, sound judgment, and a commitment to confidentiality and inclusivity. This role interacts regularly with colleagues, clients, and external partners, representing the organization with professionalism and a welcoming, customer‑focused approach.
The successful candidate will be required to:
Administrative Support
- Serve as a welcoming and knowledgeable point of contact for internal staff, clients, vendors, and community partners. Ensure inquiries are handled promptly and directed to the appropriate person or team.
- Coordinate and maintain calendars for executives, managers, or team members, which includes scheduling appointments, resolving overlapping requests, preparing participants in advance, and managing follow‑ups.
- Support smooth daily operations by tracking deadlines, sending reminders, and organizing priority items so leaders have clear visibility into upcoming commitments.
- 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. Ensure accuracy, complete approvals, and timely submission.
- Monitor department office supply levels, coordinate ordering, and maintain relationships with vendors. Ensure resources are readily available to support team needs while adhering to budget considerations.
- 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.
- Open, review, and distribute incoming mail and electronic communications as assigned to support efficient internal information flow.
Correspondence & Document Preparation
- 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.
- Maintain and file Property Services documentation (e.g., winter maintenance logs, cemetery inspection records) and provide summary findings to the Director.
- Maintain the department organization chart by updating staffing changes, reporting lines, or location adjustments as required.
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.
- Review monthly Direct Cost and Care & Maintenance reports, identify variances, prepare clear explanations, and support year‑end forecasting.
- 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.
- Complete monthly expense reports accurately and in alignment with financial guidelines.
- Create and submit purchase orders for approval in accordance with procurement procedures.
Meeting & Event Coordination
- Schedule and organize meetings, including preparing agendas, confirming attendance, arranging audiovisual or technical support, and ensuring all required materials are available.
- Attend meetings as required to record accurate, neutral, and action‑focused minutes. Track follow‑up items and share meeting records promptly with attendees.
- Coordinate events ranging from small team gatherings to larger organizational functions. 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. Maintain accurate records of usage, costs, and service history.
- 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
- Support cross‑department or leadership‑driven initiatives by coordinating logistics, preparing documents, tracking milestones, and assisting with internal communications.
- 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.
Other
- Additional duties as assigned that fall within the scope of the role as assigned by the Director, Property Services or Director, Development.
Qualifications:
- Certificate, diploma, or degree in Architecture, Construction Engineering, Construction Management, or equivalent combination of work experience, training and education
- One to three (1-3) years of relevant project coordination experience in the construction field, including planning, design and construction, interpreting and applying contract plans and specifications, and coordinating contracted construction projects
- A valid Ontario “G” driver’s licence, acceptable driver’s abstract and vehicle for site visits
- Knowledge of construction tendering processes, standard forms of contract, construction management practices, and cost-tracking strategies.
- Knowledge of building systems, maintenance practices, and applicable regulatory requirements.
- Working knowledge of construction industry legislation (OBC, municipal by-laws, OHSA, etc.).
- Ability to read and interpret architectural, engineering, and site drawings.
- Working knowledge of sustainable building practices is an asset.
- Working knowledge of accessible design practices is an asset.
- Strong organizational, analytical, and problem-solving skills.
- Detail-oriented, with the ability to manage multiple tasks and priorities in a deadline-driven environment.
- Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse stakeholders.
- Ability to maintain accurate digital records and use document management platforms (e.g., SharePoint) effectively.
- Familiarity with procurement documentation, bid evaluation processes, and contract administration systems or tools.
- Ability to identify routine issues or discrepancies in project documentation or field conditions and escalate appropriately.
- Knowledge of applicable funeral, cemetery, and cremation by-laws is an asset.
- Proficiency with AutoCAD (2020 or higher).
- Intermediate proficiency in Microsoft 365 applications (Excel, Word, Outlook, etc.).
The Mount Pleasant Group is committed to providing equitable opportunities to all applicants and strives to ensure a barrier-free selection process. If you require accommodation during the recruitment and selection process, please send us an email with your accommodation needs at accomodations@mountpleasantgroup.com, quoting the job requisition ID # and the job title. Any information received related to accommodation will be addressed confidentially.
**Transparency in Our Hiring Process:**Mount 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. All hiring decisions are made by our recruitment team, in conjunction with the respective hiring manager. If you have questions regarding this process or require an alternative review method, please contact us.
About Mount Pleasant Group of Cemeteries
The Mount Pleasant Group (MPG) history stretches back to the early 19th Century, when Toronto was a small Victorian capital, known as the Town of York. Back then, only Anglicans and Roman Catholics could be buried in an “authorized” cemetery. Everyone else had to be buried outside the city. Then, in 1826, our first cemetery, Potter’s Field, was opened with the mission to accommodate all Toronto families, regardless of religion.
Nearly two centuries later, Toronto is a much different place, but our focus hasn’t changed. We’re still committed to providing our communities with choice, whether it’s natural burial, religious and cultural rituals and whatever it is that makes our clients feel welcome and at home. Today, we operate 10 cemeteries, nine funeral centres and four cremation centres across the Greater Toronto Area.
Our long and storied past brings with it a deep sense of responsibility. To the generations of families with loved ones buried in our cemeteries. To the families and communities who choose to celebrate funerals at one of our funeral centres. To the clergy, health-care providers and palliative care organizations who serve our clients. To the communities where our properties are located and to the many people who visit us just to enjoy a peaceful walk.
We also believe that these responsibilities extend into the future.
At MPG, the concept “forever” informs everything we do. We
have cared for our cemeteries for nearly two centuries, and we
are committed to caring for them in perpetuity.
MPG was founded to provide the people of Toronto with a choice when they had none. While our scope today has expanded across the GTA, our purpose still remains rooted in our original purpose amidst an ever evolving landscape of customer preferences. Cremation, new ways of memorializing loved ones, natural burial, and new and different religious and cultural rituals are just some of the ways our business is changing. We welcome these changes and remain committed to providing our clients with ever more innovative choices.