Administrative Assistant / Front Desk Coordinator

Job Description

Position #13729

About Our Client

A financial services company located in downtown Toronto is looking to hire an Administrative Assistant that will be sitting front desk, providing support to the executives, and reporting to the CCO.

Responsibilities

Administrative Assistance and Front Desk Support

  • Greeting and meeting visitors in a professional manner as well as answering telephone and email inquiries
  • Filing and maintaining company’s and client’s records
  • Administering ‘petty cash’ and preparing expense reports
  • Ordering stationery and office supplies
  • Maintaining order of common areas including the board room, reception desk, and kitchen
  • Completing expenses and invoicing and accounts payable as required

Executive Support

  • Proactively managing calendar and meeting requests for the executives in a timely fashion
  • Coordinating meetings with clients and executives and maintaining boardroom schedule
  • Booking business travel arrangements, including flights and transportation as needed
  • Reviewing, drafting, and proofreading emails, memos, presentations, meeting materials, as well as reports for various stakeholders
  • Planning and coordinating events for the business (investor meetings, holiday party etc)
  • Liaising with clients, business guests, as well as prioritizing conflicting needs and requests

Qualifications
The ideal candidate is able to handle the front desk, administrative tasks, and some ad-hoc executive support when required.

  • 3-5 years of experience in a corporate or professional department
  • Strong MS Office skills (Word, Excel, PowerPoint), QuickBooks an asset
  • Excellent time management skills with ability to multitask and prioritize
  • Self-starter with strong judgement and a ‘can-do’ attitude
  • Well-developed organizational, analytical, and problem-solving skills with attention to detail
  • Great verbal and written communication skills
  • Professional discretion, strong judgement and ability to use tact and diplomacy

Details

Position Id
13729
Type
Full-Time Regular
Location
Toronto ON
Category
Administrative