Overview
Administrative Assistant Jobs in North York, Ontario, Canada at Aeolus Group
Title: Administrative Assistant
Company: Aeolus Group
Location: North York, Ontario, Canada
POSITION SUMMARY
Our client is seeking a highly organized and detail-oriented Legal Operations / Administrative Coordinator to support a fast-paced professional services environment. This role will provide operational, clerical, administrative, and coordination support across multiple internal functions, with a strong focus on scheduling, document management, financial administration, stakeholder communication, and day-to-day operational support.
The successful candidate will act as a central coordination point for internal teams and external stakeholders while ensuring accuracy, responsiveness, confidentiality, and efficient workflow management.
KEY RESPONSIBILITIES
• Provide day-to-day administrative and operational support to leadership and internal teams
• Coordinate calendars, meetings, schedules, and travel arrangements
• Organize and prepare agendas, reports, presentations, meeting materials, and follow-up items
• Maintain organized electronic and physical filing systems and records
• Assist with invoice processing, purchase orders, expense reporting, accrual tracking, and budget coordination
• Liaise with internal departments, vendors, and external partners to ensure timely communication and issue resolution
• Support workflow tracking, reporting, status updates, and operational dashboards
• Coordinate onboarding logistics, equipment requests, and administrative setup for team members
• Assist with drafting correspondence, formatting documents, and maintaining procedural consistency
• Manage incoming inquiries, prioritize requests, and escalate urgent matters appropriately
• Support departmental projects, operational initiatives, and process improvement activities
• Ensure confidentiality and professionalism in handling sensitive information and documentation
QUALIFICATIONS
• Diploma or degree in Business Administration, Office Administration, Legal Administration, or related field preferred
• 3–5+ years of experience in administrative coordination, executive support, office management, legal administration, or operations support environments
• Strong clerical, organizational, and multitasking abilities
• Excellent communication and stakeholder management skills
• Strong attention to detail and ability to manage competing priorities
• Experience supporting fast-paced professional or corporate environments
• Proficiency in Microsoft Office Suite including Excel, Outlook, Word, and PowerPoint
• Experience with scheduling, document management, invoice coordination, and reporting processes preferred
• Ability to work independently while collaborating effectively across teams
CORE COMPETENCIES
• Administrative Coordination
• Executive & Clerical Support
• Calendar & Meeting Management
• Document & Records Management
• Financial & Operational Administration
• Communication & Stakeholder Support
• Time Management & Organization
• Process Coordination & Workflow Support
• Confidentiality & Professionalism
