Job Description

The opportunity
Our client is hiring an Office Administrator to join their People and Culture team, working on-site at the office in the Northwest GTA 4-5 days a week. This is a dual role that combines office management and HR administrative support, working across all aspects of HR, as well as supporting the Executive team with calendar management and travel as needed.
Why join?
This is your chance to step into an administrative role where you can shape how things are done, streamlining processes to keep the team and executives working efficiently. Alongside core administrative work, you will also support HR tasks as part of the People and Culture team. This is an excellent opportunity if you want to start your career in HR and build your skills in a company that is undergoing a significant transformation. You will join a collaborative team with a positive culture and ongoing opportunities to learn and contribute.
You will:

• Provide administrative support. You will manage calendar management, meeting logistics, and travel coordination for senior leaders. You will maintain a welcoming, organized office environment and ensure shared spaces are tidy and well-stocked. You will respond to phone calls, greet onsite visitors, and manage mail, couriers, and supply deliveries.
• Coordinate access and records. You will enter and update employee records with discretion, ensuring secure handling of all documentation. You will support new hires by preparing onboarding materials, including company policies, health and safety forms, and benefits enrollment packages.
• Support internal communication and culture initiatives. You will disseminate internal updates and assist with planning and executing staff events, seasonal celebrations, and milestone recognition. You will help foster a cohesive workplace by delivering a smooth onboarding experience and supporting initiatives that reflect the organization's values.
• Enhance administrative processes and maintain internal documentation. You will recommend and implement process improvements across administrative and HR functions. You will update procedures, maintain clear and accessible documentation, and support consistency across internal operations.

You have:

• The interpersonal skills. You are respectful, approachable, and able to work with a wide range of personalities and communication styles. You create an inclusive and professional atmosphere by responding to challenges with a calm, solutions-oriented mindset. You possess strong verbal and written communication skills and build trusted, confidential relationships with individuals at all levels. You understand the importance of discretion and handle sensitive information with integrity and care.
• The collaboration and customer service mindset. You enjoy working closely with others and thrive in a team-focused environment. You bring experience delivering excellent service to internal and external stakeholders and take pride in helping people solve problems and feel supported. You value positive working relationships and contribute to a culture of respect and teamwork.
• The experience. You bring proven expertise in office coordination and administration. You manage competing priorities effectively and maintain a high level of attention to detail. You are thoughtful, reliable, and can foster an environment where others feel supported.
• The ownership. You thrive in fast-paced environments and approach tasks with patience, flexibility, and professionalism. You proactively identify opportunities to improve systems, streamline operations, and contribute to a collaborative workplace culture.
• The technical skills. You are comfortable using the Microsoft Office Suite and have experience with tools such as Zoom for video conferencing. You are adaptable and willing to learn new platforms to support HR and operational tasks. Experience or interest in graphic design is considered an asset, particularly for developing internal communications and employee-facing materials.

Apply now.
TalentMinded welcomes and appreciates candidates with a range of backgrounds and experiences. If you have 70% of the qualifications we are looking for and want to play an integral role in delivering innovative products, apply to express your interest.
What you can expect from our interview process: * A virtual interview with a Talent Advisor discussing your interest in the role and the company.

• A virtual interview with an HR Business Partner. You will discuss your experience in administrative support and interest in HR.
• An in-person interview with the People and Culture team, including the Chief People Officer and their team, to learn more about how the role aligns with the organization's needs.

Apply now
Our client recognizes that only some take the same path when building their skills. Experience, diversity of thought, innovation, a passion for learning, and a team-focused approach can combine to form the best qualifications. If you have 70% of the qualifications we seek, please apply.
Should you require accommodation in any aspect of the selection process, please contact us at careers@talentminded.ca, and we will be happy to help.
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