At a glance
Pay shows the low (10th percentile) to high (90th percentile) Canada-wide wages for Administrative assistants, from Job Bank (2023–2024), as yearly amounts for full-time work. Pay varies by province, city and experience. See wages by region on Job Bank
Before you post
Answer these questions first. They shape the title, the pay you offer and who applies.
Which tasks matter most?
Front-desk work, data entry, scheduling and bookkeeping support need different strengths. Pick the top three tasks and lead with them in the posting.
Which software will they use?
Name the tools, such as Microsoft 365, Google Workspace or your industry software, so candidates can judge their fit.
Do you need a second language?
If the person will speak with clients in French or another language, say so. In Quebec, French comes first, and any other language requirement has to be justified.
Job description template
Log in to copyCopy this into the job form and change the parts in brackets.
Administrative Assistant
About the role
We're looking for an Administrative Assistant to keep our office organized and running smoothly. You'll manage calendars and records, greet visitors and help the team with day-to-day tasks.
What you'll do
- Answer phones and emails and greet visitors
- Manage calendars, book meetings and arrange travel
- Prepare documents, presentations and correspondence
- Keep files and records organized and up to date
- Order supplies and help with invoices and data entry
What you bring
- Strong organization and attention to detail
- Good written and spoken English
- Experience with Microsoft Office or Google Workspace
- A friendly, professional manner on the phone and in person
- Ability to handle confidential information with discretion
Nice to have
- An office administration diploma or certificate
- French or another language our clients speak
Languages: French and English — [how each language is used, and the level needed for speaking, reading and writing].
Pay: [$ – $ per year or hour]. Location: [city, province] — [on-site / hybrid / remote].
Hiring bilingual talent
Every job on Bilingo requires at least two languages. Here's how to hire a bilingual Administrative Assistant who can really work in both.
Say how each language is used
"Bilingual" is too vague. Describe the real tasks, for example "serve clients by phone in French and English" or "write reports in English and present them in French", and the level you need for speaking, reading and writing.
Test languages the way the job uses them
Self-ratings aren't reliable. Hold part of the interview in each language, and add a short task the job really needs, such as answering a client email or a role-played call. Use the same test for every candidate.
Recognize the skill in pay
Bilingual people can usually choose between many offers. Many employers pay a bilingual premium or place bilingual roles higher in the pay range. Show it in the posting.
Hiring in Quebec?
French comes first. If the job also needs English or another language, the Charter of the French language requires you to show why the duties need it, and to say so in the posting.
Where to find bilingual candidates
- Bilingo: every candidate here is looking for a bilingual job, and the language requirement is on every posting
- French immersion and French-language programs at Canadian colleges and universities, including bilingual campuses in Ontario and New Brunswick
- Francophone community and newcomer organizations across Canada
- Cities where bilingual workers are concentrated, such as Montreal, Ottawa–Gatineau and Moncton
Where to find candidates
- Bilingo Canada's job board for bilingual jobs. Post for free, set the languages the job needs, and reach candidates who are looking for exactly that. They apply with a complete profile and résumé. Post a job
- IndeedA large pool of administrative job seekers in every Canadian city.
- College programsOffice administration programs at Canadian colleges produce job-ready graduates every spring and fall.
- Employment servicesProvincial employment centres and immigrant-serving agencies can refer qualified candidates at no cost.
- Job Bank The Government of Canada's free job board. If you plan to hire a temporary foreign worker, advertising here is usually part of the Labour Market Impact Assessment (LMIA) process.
Interview questions
Ask every candidate the same core questions so you can compare answers fairly.
- How do you keep track of many tasks and deadlines?
- Tell me about a time you made a mistake in your work. How did you fix it?
- How would you handle an upset caller who wants to speak to the owner right away?
- Which software do you use most, and what do you like about it?
- How do you handle confidential information?
30/60/90-day plan
Share this plan on the first day so your new hire knows what success looks like.
First 30 days
- Learn the phone system, calendars and filing
- Meet the team and learn who handles what
- Take over front-desk and inbox duties
Days 31–60
- Manage scheduling for the team independently
- Take on supply ordering and invoice processing
- Suggest one way to save time on a routine task
Days 61–90
- Handle all daily admin without support
- Document the main admin processes
- Agree on goals and training for the next six months
Hiring rules in Canada
Employment law in Canada is mostly provincial, so the rules depend on where the job is. These are the ones that most often affect a job posting and hiring process.
Put the pay in the posting
- British Columbia — since November 1, 2023, every employer (except federally regulated ones) must include the expected pay or pay range in publicly advertised job postings. Vague terms like "competitive" or "up to" don't count.
- Prince Edward Island — since June 1, 2022, publicly advertised job postings must include the expected pay or pay range.
- Ontario — for postings made on or after January 1, 2026 by employers with 25 or more employees, the posting must include the expected pay or a range no wider than $50,000 a year (unless pay goes above $200,000).
- Newfoundland and Labrador — its Pay Equity and Pay Transparency Act includes pay ranges in job postings and a ban on asking about pay history; check whether it applies to your organization yet.
Even where it isn't required, postings with a pay range get more and better-matched applicants. Add it in the salary fields of the Bilingo job form.
Ontario: more posting rules from 2026
Ontario employers with 25 or more employees must also:
- Say in the posting whether AI is used to screen, assess or select applicants
- Say whether the posting is for an existing vacancy
- Not ask for Canadian experience in the posting or application form
- Tell interviewed applicants whether a hiring decision has been made within 45 days of their last interview
- Keep copies of postings and those notices for 3 years
Quebec: French first
Under the Charter of the French language, job postings in Quebec must be available in French, at the same time and with similar reach as any other language version. If the job requires a language other than French, such as English, you must be able to show why the duties need it, and say so in the posting.
Hire without discrimination
Human rights laws in every province and territory (and the Canadian Human Rights Act for federally regulated employers) ban discrimination on grounds such as age, sex, gender identity, race, religion, disability, and family or marital status. Only list requirements the job truly needs, ask every candidate job-related questions, and offer accommodation in the hiring process when asked.
Protect applicants' personal information
Privacy laws, including PIPEDA and the private-sector privacy laws of Alberta, British Columbia and Quebec, apply to the CVs and information you collect. Only ask for what you need to make a hiring decision, store it securely, and don't keep it longer than you need. Get consent before checking references or doing background checks.
Check the right to work
Before someone starts, confirm they can work in Canada and get their Social Insurance Number (SIN) for payroll. Hiring a foreign national usually needs a work permit, and often a Labour Market Impact Assessment (LMIA) from Employment and Social Development Canada.
This is general information based on official government sources, checked on October 3, 2026. It isn't legal advice; check the rules for your province or territory, or ask an employment lawyer. Ontario · British Columbia · Job Bank
Ready to make an offer? Use our employment contract templates, with a language requirements clause.
Related hiring guides
Hire your Administrative Assistant on Bilingo
Posting is free. Add the languages and pay range, and your job reaches bilingual job seekers across Canada.
