Staffmax jobs in Greater Toronto Area, ON

Location: Toronto, ON M5G 2K8

Job Type: Contract (Vacation Coverage)
Pay Rate: $20-22/hr

Contract Duration

This position is for vacation coverage and includes:

• Approximately 2 weeks during the current fiscal year
• Approximately 2 weeks during the next fiscal year
• An additional 1–2 days may be required in each fiscal year based on operational needs.

Position Overview

Our client is seeking a professional Bilingual Receptionist (French/English) to provide front-line reception and administrative support to the Offices of the Minister, Parliamentary Assistant, Associate Minister, and Deputy Minister.

This role serves as the first point of contact for the Ministry and requires exceptional customer service, professionalism, discretion, and the ability to communicate fluently in both English and French. The successful candidate will interact with senior government officials, ministry staff, media representatives, and members of the public while maintaining confidentiality in a fast-paced government environment.

Key Responsibilities

Reception & Customer Service

• Serve as the primary bilingual (English/French) receptionist for the Minister's, Parliamentary Assistant's, Associate Minister's, and Deputy Minister's Offices.
• Answer incoming telephone calls, greet visitors, and determine the nature and urgency of inquiries.
• Direct calls and visitors to the appropriate ministry personnel.
• Provide accurate information regarding ministry programs, services, and regional responsibilities.
• Exercise sound judgment when handling urgent matters, including calls from senior government offices such as the Premier's Office.
• Professionally manage difficult, upset, or disruptive callers while maintaining excellent customer service.

Administrative Support

• Record and forward detailed messages to appropriate ministry staff for follow-up.
• Maintain electronic records and logs of inquiries and caller history.
• Update and distribute staff contact lists and telephone directories.
• Maintain the Reception Manual and other administrative documentation.
• Coordinate cabinet office deliveries and ensure timely distribution.
• Provide backup administrative support to other staff when required.

Meeting & Calendar Coordination

• Schedule and maintain electronic bookings for Minister's and Deputy Minister's boardrooms.
• Coordinate teleconference equipment bookings.
• Prevent scheduling conflicts and manage room availability.

Communication & Information Management

• Review ministry contentious issue notes and news releases to stay informed of current ministry initiatives.
• Prepare routine correspondence, memos, and administrative documents in both English and French.
• Maintain confidentiality when handling sensitive government information.

Required Qualifications

• Advanced verbal and written communication skills in English and French
• Previous experience in a receptionist, front desk, or administrative support role
• Excellent customer service skills with the ability to interact professionally with senior executives, government officials, media, and the public
• Strong organizational and multitasking skills
• Excellent judgment, diplomacy, and discretion
• Ability to remain calm under pressure while handling sensitive or difficult situations
• Strong attention to detail and accuracy
• Ability to maintain confidentiality

Technical Skills

• Microsoft Office Suite (Word, Excel, Outlook)
• Electronic calendar management
• Database and spreadsheet applications
• General office equipment (multi-function printers, photocopiers, scanners)
• Typing speed of 40 WPM or higher

Knowledge & Experience

• Knowledge of office administration procedures and customer service best practices
• Experience maintaining records and administrative documentation
• Ability to prioritize multiple tasks and meet deadlines
• Strong written communication skills with excellent grammar and spelling in both English and French
• Ability to work independently with minimal supervision

Preferred Qualifications

• Experience working within the Ontario Public Service (OPS) or another government environment
• Knowledge of Ministry of Children, Community and Social Services (MCCSS) programs and services
• Experience supporting senior executives or executive offices
• Experience working in a confidential, high-profile office environment