Position: Administrative Assistant
Location: Toronto (Onsite)
Salary: $65,000 + bonus
Perks: 3 weeks of vacation + 9 PTO days + benefits, RRSP & more
Job Posting Type: Permanent / Open Vacancy
About the Opportunity
Our client, a well-established real estate investment and property management organization, is looking for a proactive and detail-oriented Administrative Assistant to provide high-level administrative support to senior leadership while helping ensure the day-to-day operations of the office run smoothly.
This is an excellent opportunity for someone who enjoys working in a collaborative, fast-paced environment and takes pride in delivering exceptional organizational and administrative support!
Key Responsibilities:
Executive & Leadership Support
- Provide administrative support to 8 senior leaders and executives.
- Manage calendars, schedule meetings, coordinate appointments, and organize conference registrations.
- Prepare meeting invitations, agendas, and assist with meeting logistics and follow-up.
- Handle confidential correspondence and sensitive information with professionalism and discretion.
- Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and transportation.
- Prepare and submit monthly expense reports.
- Provide occasional personal administrative assistance to senior leadership as required.
Office Administration
- Act as the first point of contact for employees, visitors, clients, and external partners.
- Answer and direct incoming phone calls.
- Welcome visitors and maintain a professional front desk experience.
- Receive, sort, scan, and distribute incoming mail and courier packages.
- Coordinate outgoing shipments and courier services.
- Prepare meeting rooms with required technology, refreshments, and presentation materials.
- Monitor office, kitchen, and meeting room supplies, placing orders as needed.
- Assist with maintaining common areas, including kitchen organization and coffee station upkeep.
- Support overall office operations to ensure a clean, organized, and welcoming workplace.
- Assist with additional administrative projects and duties as assigned.
What We're Looking For:
- 2-3+ years of administrative or executive support experience in a fast-paced corporate environment.
- Self-motivated with excellent attention to detail and a proactive approach to problem-solving.
- Diploma or degree in Business Administration or a related discipline is considered an asset.
- Strong proficiency with Microsoft Office, particularly Outlook, Word, Excel, and Teams.
- Flexible, collaborative, and willing to assist wherever needed to support the team.
- Exceptional organizational and time management skills with the ability to manage multiple priorities.
- Proven ability to maintain confidentiality and exercise sound judgment.
- Strong written and verbal communication skills.
Why Join?
Our client offers a collaborative and supportive work environment along with a competitive compensation and benefits package, including:
- Competitive salary
- Company-matched retirement savings program
- Employer-paid extended health and dental benefits
- Wellness reimbursement program
- Education assistance
- Employee referral incentives
- Employee recognition programs
- Paid personal days and sick days
- Additional employee perks and benefits
To apply, please send your resume to Christina Cerra at christina.cerra@quantum.ca.
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