Admin Assistant

OCS Ontario Cannabis Store; Toronto; Hybrid; CAD 53,000 - 81,000; Full time

Job summary

The OCS Ontario Cannabis Store is hiring an Administrative Assistant in Toronto. This role involves providing administrative support to senior leaders, managing communications, and organizing departmental activities. The ideal candidate has strong organizational skills, attention to detail, and proficiency in Microsoft Office, backed by 1-2 years of related experience. This position offers a hybrid work schedule and competitive salary within a dynamic, inclusive work environment.

Qualifications

• 1-2 years of administrative experience preferred.
• Intermediate skills in Microsoft Office.
• Ability to maintain confidentiality and exercise good judgment.

Responsibilities

• Prepare and edit documents, reports, and correspondence.
• Manage calendars and assist with presentation preparation.
• Coordinate travel arrangements and monitor departmental expenses.

Skills

Communication

Organizational

Attention to detail

Customer service

Time management

Education

Secondary Diploma/GED

Post-secondary Diploma/bachelor’s degree

Tools

Microsoft Office

Job description

About Us

The Ontario Cannabis Store provides safe, responsible access to recreational cannabis for adults 19 and older. We operate the sole legal online store for recreational cannabis in Ontario and are the provincial wholesaler of cannabis for private retail stores.

Working at the OCS is a unique opportunity to be part of an agile start-up in a ground-breaking new industry. We’re a diverse team passionate about delivering a great customer experience, working together with mutual respect and building value out of our differences. We’re an inclusive organization that understands that delivering great results comes out of ensuring every voice is heard.

About the Role

We’re looking for an Administrative Assistant to join our team! In this role, you will provide confidential administrative support to the department leader, Directors, Managers, and team members. You’ll be responsible for preparing presentations, documents, spreadsheets, meeting minutes, and written correspondence using Microsoft Office.

The role also includes coordinating travel arrangements and expense processing, supporting event planning, assisting with research and editing, and liaising with other departments to schedule meetings and conference calls.

This is a great opportunity to play a key role in keeping the team organized and running smoothly.

About Your Day

• Prepare, review and edit documents, reports and correspondence
• Assist with presentation development and preparation
• Manage Senior Leaders’ calendars within the department
• Support the executive lead in managing day to day emails, approvals, meetings, etc.
• Assist departments in organizing and executing events
• Organize and complete business travel arrangements for the department.
• Liaise with department vendors
• Write email correspondence, distribute email, letters, faxes and forms.
• Assist in the preparation of regularly schedule reports
• Provide general support to visitors
• Take and transcribe dictation notes and meeting minutes
• Determine and establish office procedures
• Order office supplies and maintain inventory
• Develop and maintain a manual and electronic filing system, ensuring confidentiality of documentation
• Liaise with other department administrative assistants to handle request and queries from senior management
• Maintain contact lists and email distribution lists
• Determine and establish office procedures
• Order office supplies and maintain inventory
• Develop and maintain a manual and electronic filing system, ensuring confidentiality of documentation
• Liaise with other department administrative assistants to handle request and queries from senior management
• Maintain contact lists and email distribution lists
• Maintain copies of contracts and invoices including monitoring spending and advising senior leadership as needed
• Monitor spending related to events organization and execution aligned with internal policies
• Monitor department compliance with OCS policies and directives related to expenses including the travel, meal and hospitality directive
• Complete and submit accurate travel expense statements
• Monitor the department office budget and travel expenses
• Complete and review all expense reports, invoices, and other relevant monetary documents

About You

• Secondary Diploma/GED
• Post-secondary Diploma/bachelor’s degree is preferred
• 1-2 years of administrative experience (preferably in a corporate affairs, communications and/or policy environment)
• Intermediate Microsoft Office skills (Word, Outlook, PowerPoint Excel, and Adobe)
• Excellent verbal and written communication skills
• Strong organizational and time management skills
• High level of accuracy and attention to detail
• Superior customer service skills
• Ability to exercise good judgement and maintain confidentiality
• Ability to multi-task and manage competing priorities

About the Job

• This position currently offers a hybrid work schedule. The current in office requirement is a minimum of 3 days/week (may be more depending on business needs). The OCS office is located near York Mills and Yonge Street. However, OCS reserves the right to change this policy and its office location at any time.
• City: Toronto, ON
• Employment Type: Permanent, Full- Time
• Required Travel: Rare, usually within the GTA

Compensation

The target hiring range for this position is $65,000- $75,000. This is a pay grade 5A role, with a salary range of $53,369.59- $80,743.44. Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

We are committed to providing an accessible, equitable and inclusive candidate and employee experience. We provide reasonable accommodation throughout the recruitment process and in employment. If you require an accommodation please let us know, we will work with you to meet your needs.