Job posting: Administrative Assistant (Fresh Start)
Details
About PTP
PTP is a community-based organization located in Toronto, Canada, dedicated to strengthening the connection between learning and work. For over 30 years, PTP has delivered programs and services that have created pathways for positive change to people facing literacy and other barriers to employment.
About Fresh Start
The Fresh Start program is an innovative workforce initiative focused on launching careers in the food and beverage manufacturing sector. The program supports participants in gaining the skills, experience, and connections needed for sustainable employment.
Position summary
The Administrative Assistant plays a critical role in ensuring the smooth day-to-day operation of the Fresh Start Program. Working closely with the Program Manager and Coordinator, this role provides essential administrative support across participant intake, scheduling, communications, data management, and program logistics.
This is a highly organized and detail-oriented position that supports both participants and staff, contributing to a seamless and professional program experience.
Key responsibilities
Participant intake and documentation
- Manage participant intake documentation, including applications, consent forms, and eligibility records
- Ensure all files are complete, accurate, and up to date
- Maintain organized digital and/or physical participant records
- Support onboarding, including welcome materials and document collection
Data entry and record management
- Enter and update participant data in CRM or tracking systems
- Maintain accurate records of attendance, contact details, and program progress
- Support data organization for reporting and compliance
- Ensure secure and consistent data storage
- Maintain organized records to support audit readiness
- Track basic program metrics as assigned
- Provide administrative support to the Program Manager, Job Developer, and training team
Scheduling and coordination
- Assist with scheduling training sessions, intake interviews, and team meetings
- Maintain program calendars and activity schedules
- Coordinate logistics for cohorts and program delivery
- Ensure timely communication of schedule updates to participants and staff
- Support coordination of participant needs such as transportation and technology access
- Assist with room bookings, setup, and day-of logistics
- Prepare materials for training sessions (print and digital)
Communications support
- Serve as a key point of contact for participant inquiries
- Send reminders (sessions, interviews, deadlines) via email and messaging tools
- Support employer communications under the direction of the Program Manager
- Ensure all messaging is clear, professional, and timely
- Facilitate communication across team members
- Take on additional administrative tasks as needed
Qualifications and experience
Required
- 1–3 years of experience in administrative or program support roles
- Strong organizational and time-management skills
- Excellent attention to detail and accuracy
- Strong written and verbal communication skills
- Experience working with data, spreadsheets, and tracking systems
- Ability to manage multiple priorities in a fast-paced environment
Assets
- Experience in non-profit, community, or employment/training programs
- Experience supporting diverse or newcomer populations
- Familiarity with CRM systems or participant databases
- Experience coordinating events or program logistics
Core competencies
- Organization and attention to detail
- Reliability and accountability
- Clear and professional communication
- Adaptability and flexibility
- Team oriented mindset
- Confidentiality and professionalism
How to apply
Please forward your letter of interest and resume to careers@ptp.ca – with subject: Admin Assistant – Fresh Start
Only those candidates who are selected for the interview will be contacted.
We are proud to be an equal opportunity employer. PTP will provide accommodation during all steps of the hiring process, upon request, to applicants with disabilities. Please advise us if you need any accommodation.
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