Job Description

A dynamic role combining executive support and front-office management, with opportunities to grow into Human Resources responsibilities. The ideal candidate will demonstrate exceptional organizational abilities, professional communication skills, and a strong interest in HR practices.

Position Summary

We are seeking a polished, proactive, and highly organized professional to serve as our Executive Assistant & Receptionist. In this pivotal role, you will be the first point of contact for our company, managing the front desk and providing a welcoming experience for all clients, partners, and visitors.

Simultaneously, you will provide high-level administrative support to our senior leadership team, ensuring their schedules are managed efficiently and their administrative needs are met. This dynamic position requires exceptional multitasking skills, a high degree of professionalism, and the ability to handle confidential information with the utmost discretion. You will also play a key role in our financial operations by managing invoicing for a select group of customers.

Key Responsibilities

Reception & Office Administration:

Serve as the face and voice of the company by greeting guests, answering a multi-line phone system, and directing inquiries to the appropriate personnel. Manage all incoming and outgoing mail, packages, and courier services. Maintain a clean, organized, and professional reception area and manage the booking of boardrooms. Monitor, order, and maintain inventory of office and kitchen supplies. Liaise with building management and service vendors as required.

Executive Support:

Proactively manage and coordinate the calendars, appointments, and schedules for key executives. Arrange and coordinate meetings, including preparing agendas, taking minutes, and organizing catering. Prepare and edit correspondence, reports, and presentations using MS Office Suite. Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries. Handle confidential documents and information with discretion and professionalism. Prepare and submit expense reports on behalf of the executive team.

Financial & Administrative Tasks:

Prepare, verify, and send out invoices to a designated portfolio of customers in a timely and accurate manner. Assist with data entry, filing, and maintaining organized digital and physical records. Provide general administrative support to other departments as needed. Assist in the planning and execution of company events and functions.

Qualifications & Skills

Minimum 3-5years of experience in a professional office environment, ideally in a combined role such as Receptionist, Administrative Assistant, or Executive Assistant. Post-secondary diploma or certificate in Office Administration, Business, or a related field is a strong asset.

Exceptional proficiency

with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) is required. Experience with basic accounting or invoicing software (e.g., QuickBooks, Xero) is highly desirable. Outstanding verbal and written communication skills with a professional and courteous phone etiquette. Excellent organizational and time-management skills, with a proven ability to prioritize tasks and manage multiple deadlines in a fast-paced environment. A proactive, resourceful, and solutions-oriented mindset. Impeccable attention to detail and a high level of accuracy. Demonstrated ability to handle sensitive and confidential information with integrity.

What We Offer

A competitive salary and compensation package. A professional and supportive team environment. Comprehensive health insurance The opportunity to be a central and valued member of our organization. Paid time off and holidays Career advancement potential Convenient location in Markham with on-site parking.
Job Types: Full-time, Permanent

Pay: $44,000.00-$48,000.00 per year

Benefits:

Company events Life insurance On-site parking Vision care
Ability to commute/relocate:

Markham, ON: reliably commute or plan to relocate before starting work (required)
Education:

Bachelor's Degree (preferred)
Experience:

Front desk: 3 years (preferred) Administrative: 3 years (required)
Language:

English (required) French (preferred) Chinese (required)
Work Location: In person