Title: Administrative Assistant, Human Resources
Location: Remote - GTA Based
Start Date: Immediate
Employment Type: Full-time or Part-time
About Us
The 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 & Recruitment
- Orion Learning - Workplace Training & Development
The Opportunity
We 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 Responsibilities
Project Support
- Coordinate meetings, interviews and training logistics, including scheduling, materials preparation and technical setup for in-person and online sessions
- Support team members with calendar management and coordination across multiple projects and stakeholders
- Assist in planning and executing internal and client projects, including research, tracking deliverables and maintaining documentation
- Support coordination of appearances at conferences, trade shows and client events
- Take ownership of administrative initiatives such as client appreciation programs (cards, gift baskets and branded materials) including sourcing vendors
- Assist with sending, tracking and reconciling invoices and payments
Resource & Document Management
- Develop and maintain a digital resource library for training materials, handouts and presentation slides
- Format proposals, presentations and internal documents using company templates, Canva and Adobe Creative Suite
- Manage shared drives and templates to ensure version control and consistency
Marketing & Communications Support
- Maintain contact information, outreach records and activity tracking in the CRM and ATS systems
- Support preparation of newsletters, social media posts and marketing collateral using Canva or Adobe tools
- Assist in formatting and coordinating business development proposals and promotional materials
- Communicate professionally with clients, candidates and potential clients through email and other channels to share information and provide timely, accurate follow-up
Other Administrative Duties
- Provide administrative assistance to internal team members as needed
- Perform other related duties as required to support the team and organizational priorities
Qualifications
Skills & Experience
- Post-secondary education in Business Administration, Human Resources, Marketing, Communications or a related field
- 1 - 3 years of experience in an administrative or coordination role; experience in a professional services or HR environment is an asset
- Strong proficiency with Microsoft Office, Canva, Adobe Acrobat and project management tools
- Comfortable using digital communication and file management tools such as Teams, Zoom and shared drives/SharePoint
- Experience using ATS and CRM systems for tracking, outreach and reporting
- Excellent written and verbal communication skills, with strong attention to detail, formatting accuracy and document presentation
- Tech-savvy and AI-friendly, with curiosity and ability to use modern tools (e.g., Canva Magic Studio; Synthesia) to enhance efficiency and creativity
Core Qualities & Personal Attributes
- Highly organized and dependable, with the ability to manage multiple priorities and deadlines
- Resourceful and proactive: anticipates needs, identifies solutions and follows through independently
- Collaborative and people-oriented, fostering strong relationships with internal and external stakeholders in a remote-first environment
- Adaptable and growth-minded, eager to learn new tools and approaches in a dynamic environment
Other
- Must reside within the Greater Toronto Area to support occasional in-person meetings, training sessions, conferences and trade shows
- Experience supporting remote or hybrid teams is an asset
Values & Commitment
We 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 Statement
By 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.