Job Description

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We are looking for a highly organized and detail-oriented Administrative Assistant to join our clients team in Toronto, Ontario. In this role, you will provide essential support to ensure the smooth operation of their office, handling a variety of administrative tasks and contributing to the overall efficiency of our operations. Your professionalism, discretion, and proactive approach will be key to your success as you collaborate with team members and manage daily responsibilities.
Responsibilities:

• Provide comprehensive administrative support to the Executive Assistant and team, ensuring daily operations run smoothly.

• Organize and maintain the document management system, including scanning, uploading, and creating folders.

• Oversee office inventory by managing supplies, snacks, and beverages to meet the needs of staff.

• Handle courier shipments, as well as incoming and outgoing mail, with precision and timeliness.

• Coordinate catering services and prepare boardrooms for meetings, lunches, and events.

• Disseminate internal notices and updates about events to keep staff informed.

• Assist with calendar management, including scheduling business and personal appointments in the absence of the Executive Assistant.

• Conduct research projects related to office operations or vendor improvements as needed.

Requirements:

• At least 5 years of experience working as an Administrative Assistant in a corporate or detail-oriented office environment.
• Proven skills in administrative tasks and document management.
• Exceptional organizational abilities and attention to detail.
• Demonstrated discretion and a high level of integrity in handling confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat.
• Ability to quickly adapt to new systems and technologies.
• Post-secondary education is preferred.
• Strong communication skills, with the ability to work independently and as part of a small team.

Skills Required