Role Summary
This full-time contract role provides administrative support to the 3 senior executives, while handling reception duties. The successful candidate will be highly organized, proactive, service-oriented, and capable of managing competing priorities in a dynamic environment.
Core Accountability
This is a full-time contract role working five days a week in person at our North York office , Monday to Friday 9:00AM – 5:00PM.
Service-oriented, proactive, and solutions-focused, they are passionate about creating a positive, memorable experience.
Executive Support
· Provide executive level administrative support.
· Manage and coordinate multiple calendars, including shared team and group calendars.
· Keep leaders informed of upcoming commitments, deadlines, meetings, and responsibilities.
· Coordinate internal and external meetings, appointments, special engagements, and team events.
· Arrange travel, accommodations, itineraries, and related logistics as required.
· Plan and coordinate off-sites, workshops, and leadership meetings, including catering.
· Prepare meeting materials, presentations, and supporting documentation as requested.
· Maintain confidentiality and exercise discretion when handling sensitive information.
Administrative and Department Support
· Assist with expense reporting, invoice processing, tracking, and administrative coordination.
· Act as an internal resource for administrative systems and provide user support and training where required.
· Support contract administration, document management, filing, and record retention activities.
· Provide administrative coordination and project support for special initiatives.
Office Coordination and Front Office Services
· Act as the first point of contact for visitors, guests, vendors, and meeting attendees
· Coordinate meeting room bookings, catering, technology requirements, signage, and meeting logistics
· Provide hands-on support for select internal events, stakeholder meetings, and special projects.
· Manage incoming and outgoing deliveries, mail, and courier services.
· Maintain inventory of marketing materials, and branded merchandise.
· Ensure reception area is organized and professional.
Professional Requirements
· At least three years of experience in , administration support, office coordination, hospitality, or customer service roles.
· Experience supporting senior leaders and managing complex calendars.
· Exceptional organizational and time-management skills with the ability to manage multiple priorities.
· Strong written and verbal communication skills.
· Excellent interpersonal skills and the ability to build positive working relationships.
· Advanced proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint) and related technologies.
· Experience with expense reporting, document management, and meeting coordination.
· Professional, proactive, and service-oriented approach.
· Ability to work independently while contributing to a collaborative team environment.
Pay: Up to $60,000.00 per year
Work Location: In person
