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Program Office Assistant Jobs in Ontario (NOW HIRING)

Helzberg Diamonds

CA$17.81 - CA$22/hr

... and leadership necessary to assist the store in achieving sales and profit goals. Key ... Successful implementation of company programs and initiatives (including extended warranty sales ...

Bacardi

Office Coordinator

Toronto, ON · Hybrid

CA$50 - CA$60K/hr

... Assist with company announcements, office updates, and employee programs. Help foster a positive ... workplace culture and employee experience. Respond to employee requests in a professional and ...

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Program Office Assistant information

What are some typical challenges faced by a Program Office Assistant, and how can they be managed effectively?

Program Office Assistants often juggle multiple responsibilities, such as scheduling, document management, and supporting team communications. One common challenge is prioritizing tasks during busy periods, especially when multiple deadlines overlap. To manage this effectively, it's important to develop strong organizational skills, communicate clearly with team members about priorities, and utilize project management tools when possible. Regular check-ins with supervisors can also help clarify expectations and ensure that urgent matters are addressed promptly.

What are the key skills and qualifications needed to thrive as a Program Office Assistant, and why are they important?

To thrive as a Program Office Assistant, you need strong organizational skills, attention to detail, and proficiency in office administration, often supported by a high school diploma or associate degree. Familiarity with office software like Microsoft Office Suite, scheduling tools, and document management systems is typically required. Excellent communication, time management, and problem-solving abilities help you interact effectively with staff and manage multiple tasks. These skills are crucial for maintaining smooth office operations, supporting program goals, and ensuring efficient workflow.

What is the difference between Program Office Assistant vs Administrative Assistant?

AspectProgram Office AssistantAdministrative Assistant
CredentialsHigh school diploma or equivalent; some roles may prefer certifications in office administrationHigh school diploma or equivalent; often similar certifications
Work EnvironmentGovernment agencies, non-profits, or corporate program officesVarious industries including corporate, healthcare, and education
Job FocusSupporting program-specific tasks, coordinating meetings, managing documentationGeneral office support, scheduling, correspondence, and administrative tasks

The Program Office Assistant primarily supports specific programs within organizations, focusing on program coordination and documentation. In contrast, the Administrative Assistant provides broader administrative support across departments. While both roles require similar credentials and work environments, their focus areas differ, with the Program Office Assistant concentrating on program-related tasks.

What are Program Office Assistants?

Program Office Assistants are administrative professionals who support the operations of a specific program within an organization. Their duties typically include managing correspondence, scheduling meetings, maintaining records, and assisting with program logistics. They play a critical role in ensuring smooth communication and efficient workflow within the program team. Program Office Assistants may also help with preparing reports, processing paperwork, and providing general office support as needed.
What cities in Ontario are hiring for Program Office Assistant jobs? Cities in Ontario with the most Program Office Assistant job openings:
Program Office Assistant jobs near you
Program Assistant, Job ID #5050

Program Assistant, Job ID #5050

JVS Toronto

Toronto, ON • On-site

Other

Medical, Dental, Retirement, PTO

Posted 28 days ago

Job description

Starting Salary: $49,404 - $50,397. Commensurate with experience
Hours: 35 hours per week
Location: Yonge & Sheppard
Employment Type: Full-time – one-year contract (with possibility of full-time regular employment)  
Start Date: As soon as possible
Vacancy Type: Existing position
About JVS Toronto
At JVS Toronto, we believe everyone deserves the opportunity to build a meaningful career. Since 1947, we’ve empowered thousands of individuals each year through employment, career development, and assessment services across Toronto and York Region. We also partner with businesses to help them find the talent they need to succeed.
As a registered charity, we’re proud to offer many of our services at no cost, thanks to generous funding. Learn more about our impact: www.jvstoronto.org.
Why Join Us?
  • Generous Time Off – Start with three weeks of paid vacation, plus paid sick time, personal wellness days, and family-related leave, to support a healthy work–life balance.
  • Benefits & Pension Plan – Access a health and dental benefits plan, an Employee Assistance Program, and a defined benefit pension plan with employer contributions. 
  • Inclusive & Supportive Culture – Join a collaborative and inclusive organization committed to diversity, equity and belonging.
  • Additional Perks – Access corporate discounts and other programs that support your overall well-being.
Eligibility for benefits, pension and time-off programs varies by employment status.
About the Program
This position will currently focus on Newcomer Pathways into Skilled Trades (NPST) and BUILD
programs, among other administrative supports at our Yonge office. The NPST program (funded by
IRCC) offers pre and post-arrival licensure support for internationally experienced tradespeople - toward
a Red Seal or Certificate of Qualification in Ontario.
BUILD program (funded by IRCC) is an online pre and post-arrival orientation program for
international professionals in architecture and related fields. BUILD offers newcomers an opportunity to
learn about labour market, gain knowledge of the Canadian workplace, get access to mentorships and
essential job search and employment supports.
As a Program Assistant you will: 
  • Organize and conduct program intake for prospective clients, assessing their eligibility and suitability based on established program criteria while working effectively in a fast-paced environment
  • Gain strong understanding of the flow of client activities for the programs
  • Inform potential clients and referral partners about program services; answer questions with knowledge
  • Set up, maintain and file client records in ICARE, Salesforce and other relevant databases with high levels of accuracy.
  • Generate program reports and assist with analysis, including tracking and checking for accuracy 
  • Assist with organizing appointments, workshops, events, outreach activities; communicate with clients and referring agencies
  • Assist with workshop material preparation, set up equipment for presentations and provide technical support for online sessions
  • Assist clients in the use of online resources and technology for job search activities
  • Support Employment Counsellors in the delivery of other one-on-one and group employment services activities 
  • Provide support to complementary programs and services as needed, including the Canada InfoNet pre-arrival program, Integrated Employment Services, and the TRIEC Mentorship Partnership (TMP)
  • Provide front desk/reception duties and customer service to clients, employers, and visitors 
  • Other duties as assigned
Minimum Qualifications & Experience:  
  • High school education; Diploma or Certificate in Administration preferred 
  • 2 years of administrative experience
  • Able to work independently, seek out new information, engage in self-directed learning and make the connections necessary to effectively support program participants
  • Excellent administrative, analytical, interpersonal, and problem-solving abilities
  • Strong technical skills with the ability to master systems used by the agency (ICare, SalesForce etc.)
  • Effective verbal and written communication skills with a proven ability to conduct research
  • Experience with online tools and platforms is an asset.
  • Experience with data entry, inventory, spreadsheets, report presentation
  • A clear Criminal Record and Judicial Matters check is required for this position
Nice to Have:
  • Exposure to Skilled trades Licensure process
  • Employment Ontario knowledge and exposure
  • Experience serving newcomers
 
Ready to Make an Impact?
Apply now with your resume and cover letter!
JVS Toronto is an Equal Opportunity Employer. If you require accommodation at any stage of the recruitment process, please contact Human Resources.
As part of our recruitment process, we may use AI-enabled tools to support resume screening and candidate matching. However, applications are reviewed by a member of our hiring team.
We embrace diversity and encourage all qualified candidates to apply. We thank all applicants for their interest; only those selected for an interview will be contacted.

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