Administrative Assistant

iGaming Ontario leads the Province of Ontario’s commercial internet gaming sector on behalf of the Province. Now in its third year, the market spans 49 regulated operators and over 80 gaming websites. Guided by its vision to Lead the World’s Best Gaming Market, iGaming Ontario is committed to building a safe, sustainable, and healthy market that puts player protection and responsible gaming at its core.

iGaming Ontario is looking for an organized, detail-oriented, and proactive Administrative Assistant to provide administrative and operational support to the Executive Assistant to the President and CEO. The Administrative Assistant will provide comprehensive support to executive leaders while managing key office administration, facilities, invoice processing, and operational coordination responsibilities across the organization.

Reporting to the Executive Assistant, you will:

Provide Administrative Support to Executive Leaders by:

• Providing direct administrative support to senior leadership/executive leadership team, including calendar management, meeting coordination, inbox support, document preparation, scheduling, and other day-to-day administrative activities.
• Supporting the Executive Assistant to the President and CEO by providing backup coverage, coordinating executive priorities, and ensuring continuity of administrative support across the executive office.
• Coordinating meetings and events, including scheduling, logistics, preparation of materials, room bookings, catering arrangements, and follow-up activities.
• Preparing, formatting, reviewing, and distributing correspondence, presentations, reports, and other executive materials.
• Coordinate complex travel arrangements, including researching flights, booking accommodations, and managing itineraries.
• Process senior leadership/executive leadership team expenses by gathering receipts, populating claim forms, and routing them through the approval pipeline.
• Maintaining confidentiality and exercising discretion when handling sensitive information and executive communications.

Support Office Operations and Facilities by:

• Coordinating office operations and facilities activities, including supplies, mail, deliveries, equipment, common areas, and vendor follow-up to maintain a safe, efficient, and functional workplace.
• Acting as the primary liaison with property management for building and facility-related matters, including access cards, service requests, visitor requirements, workplace signage, and office communications.
• Drafting and distributing workplace communications related to visitors, contractors, facility updates, and other office matters.
• Identifying and recommending improvements to administrative procedures, office processes, and service delivery.
• Coordinating courier shipments and ensuring the secure handling and tracking of confidential or time-sensitive materials.

 Support invoice and payment administration by:

• Logging and filing incoming invoices and approvals, organizing unresolved items, recordkeeping, initiating approval workflows, and following up on pending approvals.
• Supporting accounts payable processes by coordinating and tracking approvals, processing invoices, purchase orders, data management and tracking, responding to vendor inquiries, and working with internal contacts to resolve payment issues.
• Administering iGaming Ontario’s purchases in accordance with applicable policy, maintaining invoices, receipts, and supporting documentation, and reviewing and reconciling corporate credit card statements to resolve outstanding items.

Provide project and legal support by:

• Assisting the Executive Assistant with internal and external meetings as required including logistics, materials, site visits, tracking, and follow-up activities.
• Supporting iGaming Ontario’s legal team with document preparation and execution; monitor the Legal Notices inbox for completed documents; and file, process, and mail legal correspondence, as required.
• Supporting conference registrations, tracking, and follow-ups, and assist with research tasks as needed.
• Supporting operational initiatives with internal and external stakeholders, building management, and escalating outstanding issues as required.

 The ideal candidate will have:  

• A post‑secondary diploma in a related field and five years of administrative experience supporting senior executives or boards, or an equivalent combination of education and experience.
• Strong initiative, sound judgement, discretion, and tact when engaging with employees, stakeholders, and external partners.
• Excellent organizational skills with the ability to prioritize tasks, meet deadlines, and high attention to detail.
• Ability to maintain confidentiality and to work independently and as part of a team.
• Strong communication skills, both written and verbal, to facilitate information gathering, advise individuals of decisions or action, and to formulate correspondence.
• Extensive knowledge and experience using various software programs (i.e. MS Word, Excel, PowerPoint, Access, Outlook, MS Project, MS Visio and SharePoint). 
• Knowledge of office equipment (e.g. Photocopiers, Scanners, and Teleconference equipment)
• Knowledge of MS Teams, Zoom, and other remote communication tools.
• Ability to learn and operationalize iGaming Ontario’s policies and procedures related to expenses and travel.

The posting for this position is for an existing vacancy.

The successful candidate must be eligible to work in Canada and will be subject to a criminal background check.

iGaming Ontario has implemented a full return to office, this position is expected to work in office 5 days a week. 

This position falls within the scope of a bargaining unit represented by the Ontario Public Service Employees Union (OPSEU). 

At iGaming Ontario, we offer:

• A comprehensive benefits program that includes dental, vision, and drug coverage.
• Defined benefit pension plan.
• Wellbeing account to support your mental, physical, and social wellbeing.
• Access to mental health benefits, free counselling, and support services.
• Professional development reimbursement.
• Paid volunteer time off.
• Paid parental leave top up.