Office Administrator/Executive Assistant
Position Overview
We are a architectural firm based in Vaughan seeking a highly organized, proactive, and professional Office Administrator to oversee the daily administrative operations of our office. The successful candidate will play an integral role in supporting staff, management, workplace operations, and company culture while ensuring the office runs efficiently and professionally.
The ideal candidate is resourceful, detail-oriented, and capable of managing multiple responsibilities in a fast-paced environment while maintaining a positive and collaborative workplace atmosphere.
Key Responsibilities
- Manage day-to-day office operations and administrative functions
- Assist with invoicing, accounts receivable, and payment collection communications
- Coordinate onboarding for new employees
- Liaise with IT and assist staff with technology-related matters
- Coordinate recruitment for co-op students
- Arrange and coordinate lunch-and-learn sessions
- Maintain a clean, organized, and fully stocked office environment
- Plan and organize office events and workplace initiatives
- Communicate and coordinate with property management regarding office-related matters
- Coordinate incoming and outgoing courier shipments, mail distribution, and package deliveries
- Prepare correspondence, reports, spreadsheets, and internal documentation
- Maintain organized filing systems and company records
- Support management with ad hoc administrative projects and operational initiatives
- Maintain professionalism and confidentiality in all interactions and communications
Qualifications & Skills
- Previous experience in an office administration or administrative support role
- Strong organizational and multitasking abilities
- Excellent verbal and written communication skills
- Proficiency in Microsoft Office Suite and Adobe Acrobat
- Ability to prioritize tasks and manage competing deadlines
- Professional, dependable, and team-oriented attitude
- Strong attention to detail and problem-solving skills
- Ability to work independently and take initiative
- Experience with bookkeeping and accounting software is required as well as communication with external accountant.
- Experience working in an architectural or design firm is an asset.
Compensation & Benefits
- Competitive salary based on experience
- Paid vacation and holidays
- Supportive team environment
Pay: $65,000.00-$75,000.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care
Application question(s):
- Do you have experience working in an architectural or design firm?
Experience:
- Office Administrator: 5 years (required)
- Microsoft Office: 5 years (required)
- QuickBooks: 2 years (required)
- Microsoft Excel: 5 years (required)
Licence/Certification:
- Driving Licence (required)
Work Location: In person
