Job Description

Our client located Downtown Toronto is currenly looking for an Administrative Assistant to join their team for a 6 month contract.  If you are looking to join and excellent team and organization, please aply today!

Key Responsibilities:

• Prepare and distribute meeting materials and digital communications for senior leadership.

• Provide day-to-day administrative assistance to multiple people leaders, including:

  • Calendar coordination and scheduling.

  • Task tracking and project support.

  • Backup support for the Executive Assistant as needed.

• Reserve meeting rooms and coordinate teleconference/video conference logistics, including with external stakeholders.

• Serve as a liaison with property management (e.g., submitting and following up on work orders).

• Monitor, request, and reorder office supplies to ensure availability.

• Maintain and update internal resources such as:

  • Staff directories and floor plans.

  • Filing systems for letters, memos, and reports.

  • Document templates and organizational directories.

  • Team SharePoint site, ensuring current meeting materials, project documentation, and announcements are available.

Stakeholder Collaboration:

• Communicate and coordinate effectively with internal departments and external partners.

• Collect updates from team members and ensure timely publication of relevant materials.

Correspondence & Documentation:

• Log, track, and distribute incoming communications including letters, memos, and reports.

• Perform quality assurance checks on outgoing documents for formatting and accuracy.

• Generate document numbers and prepare cover letters as required.

• Draft clear, professional documents and meeting minutes based on verbal or written inputs.

Data Management:

• Accurately enter, track, and verify data from various source documents.

• Process document control requests and help maintain organized, up-to-date records.