Position: Administrative Assistant
Location: Downtown Toronto, ON
Salary: $65,000 - $70,000
Job Type: Full-Time Permanent
Posting Type: Open vacancy
Our client is a boutique professional services firm operating within the legal and consulting space. They are known for their highly specialized, detail-driven work and collaborative team environment. With a strong focus on accuracy, timelines, and client service, the organization manages complex, time-sensitive workflows that require precision, organization, and proactive coordination.
This is a multifaceted administrative role within a close-knit, fast-paced office. The Administrative Assistant will play a key role in ensuring that daily operations run smoothly, supporting a variety of functions across the business.
This position is ideal for someone who thrives in an environment with competing priorities, takes initiative, and can act as a reliable “safety net” to ensure deadlines, documentation, and communications are managed accurately and on time.
Key Responsibilities:
- Provide comprehensive administrative support across multiple functions.
- Manage and prioritize a high volume of incoming and outgoing tasks, ensuring deadlines are met.
- Organize, maintain, and track files, records, and documentation (both physical and electronic).
- Monitor timelines, set reminders, and ensure critical items are completed and delivered on schedule.
- Manage calendars, coordinate appointments, and support scheduling needs.
- Prepare, format, and edit documents, reports, and correspondence.
- Handle incoming calls and communications with professionalism and strong client etiquette.
- Liaise with external contacts, including authorities and stakeholders, as required.
- Coordinate office operations and assist with general administrative tasks.
What We’re Looking For:
- Proven experience in an administrative or office support role, ideally within a legal, regulatory, or government environment
- Strong ability to multitask, prioritize, and manage competing deadlines with a sense of urgency
- Highly organized with exceptional attention to detail
- Proactive, dependable, and able to take ownership of tasks with minimal supervision
- Confident communicator with a professional and approachable phone manner
- Strong computer skills, with the ability to navigate and manage various types of documentation and systems
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Preferred Experience:
- Exposure to a legal or law office environment is a strong asset
- Familiarity with legal workflows, deadlines, and documentation processes
- Understanding of client service, billing processes, and professional office standards
Please send your resume in Word format to Angelica Stewart at angelica.stewart@quantum.ca.
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