Role overview

The Administrative Assistant provides administrative, logistical, and operational support to ensure the efficient functioning of the organization. This role assists with coordinating meetings and events, maintaining records and documentation, supporting office operations, and helping facilitate effective communication across teams.

The position contributes to the smooth delivery of organizational activities by following established procedures, maintaining accurate records, handling confidential information appropriately, and ensuring administrative tasks are completed in a timely and professional manner. The role works independently on routine assignments, exercises sound judgment in carrying out responsibilities, and escalates issues requiring additional review or decision-making.

Work Model: Hybrid, Downtown Toronto office.

KEY RESPONSIBILITIES

Administrative Support and Coordination

Provide administrative support for meetings, workshops, and organizational initiatives.
Coordinate schedules, prepare meeting materials, and assist with meeting logistics.
Organize and maintain calendars, contact lists, records, and administrative files.
Prepare correspondence, reports, and other business documents as required.
Support the planning and execution of internal and external meetings and events.
Assist with registration, attendee communications, material preparation, and follow-up activities.

Office Operations

Maintain organized filing systems and document repositories.
Process incoming and outgoing mail, courier deliveries, and general correspondence.
Order, track, and maintain office supplies and administrative resources.
Assist with invoice processing, documentation collection, and record maintenance.
Coordinate virtual meetings and provide basic technical support when required.
Support day-to-day office operations to ensure an efficient and professional work environment.

Document Management

Maintain accurate records and documentation in accordance with organizational procedures.
Upload, organize, and distribute documents using established file management practices.
Ensure version control and document accuracy across shared platforms and repositories.
Assist with data entry, record updates, and information tracking activities.
Support archiving and retention processes for organizational records.

Communication and Customer Service

Respond to routine inquiries from internal and external stakeholders in a professional manner.
Provide information and support using established procedures and templates.
Maintain accurate records of communications and follow-up activities.
Facilitate communication between departments and stakeholders as required.

Quality and Administrative Support

Review documentation for completeness and accuracy.
Assist with maintaining tracking logs, spreadsheets, and administrative databases.
Identify missing information or discrepancies and follow up as appropriate.
Support continuous improvement efforts by maintaining organized and accurate records.

General Duties

Perform additional administrative and operational duties as assigned.
Contribute to a collaborative and professional team environment.

QUALIFICATIONS

Education and Experience

Post-secondary diploma or degree preferred. Equivalent combinations of education and relevant experience will be considered.
One to three years of administrative, office coordination, customer service, or related experience preferred.
Experience working in a professional office environment with established procedures and confidentiality requirements.

Technical Skills

Strong proficiency with Microsoft Office applications, including Word, Outlook, and Excel.
Experience using shared document management platforms and collaboration tools is an asset.
Ability to learn new software and systems quickly.

Communication Skills

Strong written and verbal communication skills.
Ability to communicate professionally with a variety of stakeholders.
Strong proofreading, organization, and documentation skills.

Core Competencies

High attention to detail and accuracy.
Strong organizational and time-management skills.
Ability to manage multiple priorities and deadlines.
Professional judgment and discretion when handling confidential information.
Strong problem-solving and follow-up skills.

Personal Attributes

Reliable, dependable, and accountable.
Professional, courteous, and service-oriented.
Adaptable and responsive to changing priorities.
Collaborative team player with a positive attitude.