HR Assistant, People & Culture

About The Career Foundation:

The Career Foundation is a dynamic non-profit organization and registered charity that offers a wide range of employment, training, and workforce development services to job seekers and employers. Since its inception in 1988, The Career Foundation has steadily expanded its services. Operating out of seven locations in the Greater Toronto Hamilton Area, as well as offices in British Columbia, Alberta, and Nova Scotia, we now help thousands of people each year successfully achieve their employment goals. Our team of dedicated professionals has described The Career Foundation as caring, compassionate, innovative, and team-oriented. For more information about us and our services, please visit our website at CareerFoundation.com.

Some of the benefits and features available to our employees include:

• Competitive compensation
• A comprehensive health benefits plan that includes massage therapy, naturopath services, travel coverage, and much more
• A comprehensive dental insurance plan
• An RRSP Matching benefit
• An Employee & Family Assistance program
• Employee wellness initiatives
• Paid days off for religious observance purposes
• Paid days off for personal wellness purposes

Position Summary:

Reporting to the Director, Human Resources and supporting the Human Resources Specialist, the HR Assistant, People & Culture provides essential support across employee engagement activities, HR administration and records maintenance, full-cycle recruitment and onboarding processes, and other HR departmental functions.

As the ideal candidate, you bring at least two years of direct experience in a similar HR role. You are highly tech-savvy and organized and have a natural ability to build rapport and establish positive relationships with others. You thrive in a fast-paced HR environment where you can demonstrate your dedication and ability to manage multiple priorities efficiently while maintaining positivity, accountability, professionalism, and confidentiality. You enjoy coordinating and participating in employee engagement events and contributing to a workplace culture where people feel connected, recognized, valued, and supported.

Position Type:
Full-time (37.5 hours per week)

Starting Salary:
The starting annual salary for this position is $60,000.00.

Base Location and Travel Requirements:
The position’s official base location is The Career Foundation’s Head Office at Lawrence Ave. W. and Allen Road in North York. As a member of the HR Department, the HR Assistant, People & Culture is also required to travel to all company locations within the Greater Toronto Hamilton Area (GTHA), as needed, to fulfill the scope of the position. The role also permits a hybrid-remote work schedule, contingent on operational needs and scope of work. The hybrid schedule requires a private work-from-home space with reliable high-speed internet. A company laptop, cell phone, and other equipment will be provided.

Please note that this position requires availability and flexibility to work evening and weekend hours, as needed, to achieve some of the core deliverables of the role, including coordinating and attending after-work social events and other activities related to the scope of the position.

Vacancy Status:
This posting is for an existing vacancy.

Start:
As soon as possible.

Reporting to:
Director, Human Resources

Vulnerable Sector Check:
An offer of employment for this opportunity will be contingent on the incumbent providing an acceptable Vulnerable Sector Check (VSC).

Use of Artificial Intelligence:
Artificial Intelligence (AI) is not currently used to screen, assess, or select applicants at any stage of the hiring process.

Responsibilities include:

People, Culture & Engagement

• Plans and coordinates all aspects of employee engagement events and initiatives, including organizing, attending, and actively participating in after-work social activities, employee appreciation and wellness events, and other engagement initiatives organized by the HR department.
• Coordinates, attends, and actively participates in meetings of the Culture & Connections Committee, prepares detailed meeting minutes, tracks action items, and prepares company-wide communications regarding initiatives planned by the committee.
• Assists with employee surveys, including survey creation, distribution, data collection, and report preparation.
• Performs other relevant duties as assigned.

HR Administration & Departmental Support

• Completes HR reporting, data collection, and employee records maintenance within the organization's HRIS (ADP Workforce Now), ensuring accuracy, confidentiality, and compliance with departmental standards.
• Drafts HR correspondence, including employment letters, confirmation letters, and other employment-related communications.
• Schedules and coordinates various staff training sessions, including communication with training providers, employee registrations, scheduling, preparation of materials, and onsite logistics.
• Responds to HR inquiries from employees and external stakeholders, providing timely and professional assistance while referring more complex matters to the Director, Human Resources.
• Supports the Director, Human Resources with workplace investigations when required, including coordinating meetings, preparing documentation, attending investigation meetings, and taking detailed and accurate notes.
• Performs other relevant duties as assigned.

Recruitment & Onboarding

• Supports full-cycle recruitment activities on a daily basis, including posting job advertisements, screening applications, reviewing pre-screen assessments, and conducting reference checks.
• Assists new employees in completing payroll-related documentation and collects, reviews, organizes, and maintains onboarding and employment-related records within HR systems, ensuring accuracy, completeness, and compliance with organizational requirements.
• Supports the onboarding process for new employees, volunteers, and placement students.
• Takes initiative to plan recruitment events and attend community hiring fairs to promote The Career Foundation and build talent pipelines for internal positions.
• Performs other relevant duties as assigned.

Qualifications / Skills Required:

• Post-secondary degree or diploma specializing in Human Resources. A CHRP designation, or active pursuit of a CHRP designation, is considered a strong asset.
• Minimum of two years of direct experience working within a Human Resources department, including hands-on responsibility for HRIS (ADP Workforce Now) and employee records management, recruitment administration, onboarding, employee communications, and the coordination of employee engagement programs, recognition initiatives, staff events, and culture-building activities. Experience obtained primarily outside of a Human Resources function will not be considered equivalent.
• Availability and flexibility to work outside regular business hours to host employee events and other HR initiatives.
• Prior HR experience within a non-profit and/or multi-location environment is considered a strong asset.
• Excellent verbal and written English communication skills, including experience developing polished communications.
• Enthusiastic, approachable, and engaging with a positive attitude and a genuine interest in employee engagement initiatives.
• Highly tech-savvy, with strong technical aptitude and a demonstrated ability to quickly learn new technologies, systems, and software tools.
• Proven experience utilizing ADP Workforce Now administrative functions, along with strong proficiency in an Office 365 environment, including SharePoint, Teams, and Forms.
• Demonstrated experience maintaining confidential employee information and documentation with a high degree of accuracy and discretion.
• Strong relationship-building skills, with the ability to establish positive and professional working relationships.
• Ability to manage multiple priorities, deadlines, and requests on a daily basis while maintaining a high degree of accuracy and attention to detail.
• Knowledge of employment legislation applicable to Ontario workplaces, including the Employment Standards Act, Occupational Health and Safety Act, Accessibility for Ontarians with Disabilities Act, and the Ontario Human Rights Code, is considered a strong asset. Knowledge of relevant employment legislation in British Columbia, Alberta, and Nova Scotia is also considered an asset.
• High ethical standards, with a proven ability to maintain confidentiality and exercise tact, diplomacy, professionalism, and sound judgment.
• Understanding of the value of inclusion, diversity, equity, and accessibility.
• Ability to work both independently and collaboratively while demonstrating initiative, resourcefulness, and accountability.
• Dedicated work ethic, with a demonstrated ability to remain flexible and resilient, and maintain trust, professionalism, and positive working relationships.

The Career Foundation’s Commitment:

The Career Foundation is committed to diversity and inclusion and aims to create a healthy and rewarding environment for all. We welcome applications from qualified individuals who represent the diversity of the people we proudly serve, including, but not limited to, visible minorities, women, persons with disabilities, Indigenous peoples, and individuals of all genders and sexual orientation. The Career Foundation, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), is also committed to accommodating applicants with disabilities throughout the recruitment process. We will work with candidates requesting accommodation at any stage of the hiring process.