Administrative Assistant

Overview

Administrative Assistant Jobs in Toronto, Ontario, Canada at Robert Half

Title: Administrative Assistant

Company: Robert Half

Location: Toronto, Ontario, Canada

The Role:

This person in the Administrative Assistant role is professional in attitude, courteous and well‐spoken, with previous administration experience. They are responsible for greeting and directing guests and clients and answering and transferring calls. The role of the Administrative Assistant is to assure a positive impression of the firm, particularly through courteous and efficient communication.

This individual has the ability to work with little supervision, can multi‐task, and works well under deadlines. This is a high pressure and demanding role. They must also work well within a team, as they will work closely with the administration and accounting staff. This individual is skilled in word processing, database management, spreadsheet applications, and email. This is a salaried position, and the hours are 8am‐5pm Monday through Thursday and 8am‐4pm Friday, with the option to work from home on Friday.

Reporting Structure:

The Administrative Assistant reports to the Chief Financial Officer. As part of a collaborative effort, the Administrative Assistant will have daily contact with the Administrative Assistant in Calgary and Edmonton for coordination duties.

Duties – Administration:

 Answer and direct telephone calls, or take detailed messages

 Monitor front reception area at all times

 Keep front reception area tidy. Clutter and personal affects should be kept to a

minimum.

 Keep track of employee whereabouts

 Book travel and accommodations for all Toronto staff requiring business travel,

ensuring the corporate travel policy is followed. Ensure appropriate paperwork

is sent to accounting for tracking.

 Book meetings

 Greet clients, offer them refreshments, direct them to meetings

 Prepare meeting rooms with beverages

 Be proficient with the Smartboards and audio‐visual equipment and conferencing solutions.

 Clean up meeting rooms after each meeting, including pushing in chairs, wiping down surfaces, removing any dishes, returning paperwork to anyone if it is left behind, and shutting down files left open on the Smartboards.

 Maintain functionality of the phone system and contact service when maintenance is required.

 Sort and file project documentation. This is a priority item with an emphasis in quality of filing, and in a timely manner. Ensure file naming conventions and protocol is followed.

 Ensure printers and photocopiers are working. Refill paper in all office printers on a daily basis. Call maintenance to get them fixed as needed.

 Receive and restock office and kitchen supplies. Order supplies as needed.

 Open mail and stamp it with date/circulation stamp, mark the circulation and deliver

 Ensure outgoing postal mail is stamped and mailed daily. Purchase postage as needed.

 Receive and send couriers, prepare transmittals, track and distribute

 Send email announcements, as requested

 Load and unload the dishwasher and light kitchen cleaning daily

 Keep office tidy, including paper clean up at printers – contact janitorial staff or landlord maintenance as necessary

 Assist staff with administrative and clerical duties – typing letters, creating spreadsheets, etc.

 Assist the office with photocopying, scanning, and faxing

 Setting up computers, monitors, and assisting with server maintenance.

 Assist in new employee orientation and set up.

Duties – Accounting:

 Collect and…