Admin Assistant (Reception & Administration Support) (Mandarin Language Prefered)

Confidential -
Oakville, ON

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Job details

Permanent | Full-time
$40,000–$50,000 a year

Qualifications

Microsoft Powerpoint
Microsoft Word
Mandarin
Microsoft Excel
Microsoft Outlook
Filing
English
Microsoft Office
Administrative experience
Bachelor's
Front desk
Chinese
Business
Communication skills

Full job description

Admin Assistant (Reception & Administration Support)

Location: Oakville, ON
Job Type: Full-time
Reporting to: Administration Manager
Work Arrangement: On-site

About the Role

The Administrative Assistant provides professional front desk, administrative, and coordination support within a multinational corporate environment.

This role serves as the first point of contact for visitors, employees, and external stakeholders, helping maintain a professional and welcoming office environment while supporting smooth day-to-day administrative operations. The position combines reception responsibilities with administrative support, meeting coordination, document handling, and cross-department communication.

This role is ideal for someone who is organized, proactive, service-oriented, and comfortable working in a fast-paced and multicultural environment.

Key Responsibilities

Front Desk & Reception Services

· Serve as the first point of contact for visitors, phone calls, and general inquiries in a professional manner

· Manage visitor registration, reception area maintenance, and access coordination

· Provide hospitality support including guest reception, meeting room preparation, and refreshments

· Maintain a professional and welcoming office environment at all times

Office Administration & Daily Operations

· Support day-to-day office operations including office supplies, mail/courier handling, and basic facility coordination

· Assist with travel arrangements, accommodation bookings, and transportation coordination

· Coordinate meeting room scheduling and ensure proper setup for internal and external meetings

· Support administrative logistics and office coordination activities as required

Meeting & Event Coordination

· Assist in organizing meetings, executive visits, and corporate events

· Prepare meeting materials, agendas, and logistics support

· Provide on-site support during meetings and company events

· Help ensure smooth execution of visits and events with a high level of professionalism

Document & Communication Support

· Prepare, format, and maintain administrative documents, notices, and reports

· Support internal communication and cross-department coordination

· Maintain organized filing systems and confidential records

· Assist with timely submission of administrative and operational reports

Internal Coordination & Support

· Support communication and coordination between departments and overseas operations

· Assist with follow-up of internal requests and administrative tasks

· Help facilitate smooth information flow across teams and stakeholders

6S, Culture & Continuous Improvement

· Support implementation of 6S standards within office and reception areas

· Participate in employee engagement and corporate culture initiatives

· Help maintain a clean, organized, and professional office environment

· Support continuous improvement of administrative processes

Qualifications

· Diploma or Bachelor’s degree in Business Administration, Office Administration, or related field preferred

· 2–4 years of administrative or front desk/reception experience, preferably within multinational or corporate environments

· Strong communication skills in English; Chinese language skills are considered a strong asset due to regular coordination with overseas operations and stakeholders

· Professional presentation and strong customer service mindset

· Highly organized with the ability to multitask and prioritize effectively

· Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)

· Strong attention to detail and sense of responsibility

· Ability to handle confidential information with discretion

· Valid Ontario G-Class driver’s license considered an asset

Ideal Candidate

We are looking for someone who is:

· Professional, friendly, and service-oriented

· Organized, proactive, and detail-focused

· Confident in handling reception and administrative responsibilities

· Comfortable working in a multicultural and fast-paced environment

· Able to represent the organization with a positive and professional image

· A quick learner with strong communication and coordination skills

Why Join

· Opportunity to work in a multinational corporate environment

· Exposure to both front desk and corporate administrative operations

· Supportive and professional team culture

· Opportunity to develop broad administrative and coordination skills across global operations

Job Types: Full-time, Permanent

Pay: $40,000.00-$50,000.00 per year

Benefits:

Casual dress
Dental care
Disability insurance
Employee assistance program
Extended health care
Life insurance
Paid time off
RRSP match
Vision care

Ability to commute/relocate:

Oakville, ON: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

What is your wage expectation?

Language:

, write and read mandarin fluently (preferred)

Location:

Oakville, ON (preferred)

Work Location: In person

Quick apply

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