Administrative Assistant

Synopsis of the role

The Administrative Assistant is primarily responsible for providing administrative support to Executives, Directors, Managers, and Leads in a fast-paced environment while maintaining accuracy and reliability of work performed. As part of this role, the Administrative Assistant will perform a wide array of  administrative duties. They will need to be able to work both independently and in a team environment. 

 

What You’ll do

• Provide administrative support to senior business leaders.

• Manage daily calendars for assigned executives. Handles scheduling of appointments and meetings (including in-person, teleconference, web and video-conference) and ensures that the appropriate information is provided.

• Coordinate and book travel arrangements as required including flights, hotels and ground transportation.

• Prepare and submit expense reports on a bi-weekly basis and create purchase orders as required.

• Coordinate internal/external meetings as required including the scheduling, planning, invitation distribution, internal room set-up, and take care of the food and beverage arrangements.  

• Prepare and proofread a variety of documents including correspondence, slide presentations, charts, and project plans.

• Receive, review, and prioritize incoming mail, referring matters for action as appropriate

• Follow up on outstanding items ensuring timely responses

• Assists with onboarding of new employees to ensure they’re ready for first day (System access, equipment, coordinating orientation and meetings)

• Assist the teams you will support with events planning, catering, meeting rooms bookings, correspondences, handling travel arrangements and provide general office support as needed.

• Provide back-up coverage to administrative co-workers during absences.

What Experience You Need

• 3+ years office experience working in an administrative support role.

• Extensive experience working with Google Workspace & Microsoft Office 

• Excellent organizational and time management skills, 

• High attention to detail and accuracy, 

• Able to set priorities, meet deadlines and deal with conflicting priorities and work demands in a fast-paced environment.  

• Strong team player and highly developed customer service and interpersonal skills,

• Able to communicate and interact effectively, both orally and in writing, with external customers, vendors and employees at all organizational levels.

• Must be resourceful, flexible, adaptable and dependable.

What could set you apart

• Strong problem-solving skills.

• Able to work independently and within a team environment.

• Able to use discretion in dealing with sensitive and confidential issues and maintaining appropriate levels of confidentiality.   

Primary Location:

CAN-Toronto-5700 Yonge

Function:

Function - Administrative Services

Schedule:

Full time