Administrative Assistant

ADHECOGEN; Mississauga; On-site; CAD 40,000 - 55,000; Full time

Job summary

ADH is seeking a highly organized Administrative Assistant to provide day-to-day administrative and front-office support for our growing organization in Mississauga. You will be one of the first contacts for clients and partners, ensuring a polished and welcoming experience in a fast-paced environment.

Key duties include front-desk reception, general admin tasks, calendar management, and handling confidential information with discretion.

Qualifications

• Previous experience in an Administrative Assistant, Receptionist, Customer Service or similar role.
• Strong proficiency in Microsoft Office, particularly Excel, Outlook and Word; strong Excel skills are essential.
• QuickBooks experience is an asset.
• Excellent verbal and written English communication skills.
• Strong organizational and time-management abilities with exceptional attention to detail.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Comfortable working independently, taking initiative and contributing in a small-business environment.
• Strong customer-service orientation, interpersonal skills and professional judgment.
• Ability to handle confidential and sensitive information with professionalism and discretion.

Responsibilities

• Serve as the primary reception and front-office contact, professionally greeting and assisting clients, visitors, vendors and business partners.
• Answer and direct incoming telephone calls and general inquiries in a courteous and professional manner.
• Monitor general email inquiries and ensure messages are directed to the appropriate team member.
• Provide excellent customer service and respond to inquiries promptly and professionally.
• Maintain a welcoming, professional and organized reception and office environment.
• Provide general administrative support to all team members as required.
• Prepare correspondence, reports, spreadsheets, presentations and other business documents.
• Maintain accurate, well-organized electronic and physical filing systems; scan, file, retrieve and archive records as required.
• Assist with calendar management, meetings, appointments, scheduling and meeting materials.
• Take meeting notes/minutes when required and follow up on administrative action items.
• Maintain and update spreadsheets, trackers, reports and databases.
• Use Microsoft Excel confidently, including formulas, sorting/filtering, and organizing/analyzing information.
• Assist with basic invoices, expenses, purchase orders and other administrative documentation as required.
• Experience with QuickBooks is considered a strong asset.
• Work collaboratively with a small team and provide administrative assistance wherever needed.
• Maintain strict confidentiality when handling employee, customer, financial and business information.
• Support special projects and other administrative responsibilities assigned by management.

Skills

Customer service

Communication

Organizational skills

Time-management

Attention to detail

Independence/initiative

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

QuickBooks

Job description

ADH is seeking a highly organized, professional and service-oriented Administrative Assistant to provide day-to-day administrative and front-office support to our growing organization.

As one of the first points of contact for clients, visitors and business partners, this position plays an important role in representing ADH and creating a welcoming, polished and professional experience. The successful candidate will be dependable, detail-oriented, resourceful and comfortable working in a fast-paced environment where priorities can change quickly.

Key Responsibilities

• Serve as the primary reception and front-office contact, professionally greeting and assisting clients, visitors, vendors and business partners.
• Answer and direct incoming telephone calls and general inquiries in a courteous and professional manner.
• Monitor general email inquiries and ensure messages are directed to the appropriate team member.
• Provide excellent customer service and respond to inquiries promptly and professionally.
• Maintain a welcoming, professional and organized reception and office environment.

Administrative & Office Support

• Provide general administrative support to all team members as required.
• Prepare correspondence, reports, spreadsheets, presentations and other business documents.
• Maintain accurate, well-organized electronic and physical filing systems; scan, file, retrieve and archive records as required.
• Assist with calendar management, meetings, appointments, scheduling and meeting materials.
• Take meeting notes/minutes when required and follow up on administrative action items.
• Maintain and update spreadsheets, trackers, reports and databases.
• Use Microsoft Excel confidently, including formulas, sorting/filtering, and organizing/analyzing information.
• Assist with basic invoices, expenses, purchase orders and other administrative documentation as required.
• Experience with QuickBooks is considered a strong asset.

Team & Business Support

• Work collaboratively with a small team and provide administrative assistance wherever needed.
• Maintain strict confidentiality when handling employee, customer, financial and business information.
• Support special projects and other administrative responsibilities assigned by management.

Qualifications & Experience

• Previous experience in an Administrative Assistant, Receptionist, Customer Service or similar role.
• Strong proficiency in Microsoft Office, particularly Excel, Outlook and Word; strong Excel skills are essential.
• QuickBooks experience is an asset.
• Excellent verbal and written English communication skills.
• Strong organizational and time-management abilities with exceptional attention to detail.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Comfortable working independently, taking initiative and contributing in a small-business environment.
• Strong customer-service orientation, interpersonal skills and professional judgment.
• Ability to handle confidential and sensitive information with professionalism and discretion.

The Person We’re Looking For

Beyond technical skills, we are looking for someone who will represent ADH exceptionally well. The ideal candidate will demonstrate excellent professional presence, a positive and welcoming approach, strong communication skills and a genuine commitment to customer service. You will be polished, dependable, resourceful and comfortable interacting professionally with clients, executives, colleagues and external partners.

You are someone who notices what needs to be done and takes initiative rather than waiting to be asked. You enjoy organization, take pride in accuracy and understand that in a small organization every team member contributes to the overall success of the business.

Why Join ADH?

This is an opportunity to join a small and growing organization where your contribution will be visible and valued. You will work closely with senior leadership, gain exposure to different aspects of the business and have the opportunity to grow your responsibilities as the organization evolves.

Compensation

Competitive salary commensurate with experience and qualifications plus great benefits and career growth.

Accessibility

ADH is committed to providing an inclusive and accessible recruitment process. Accommodation is available upon request for candidates participating in all aspects of the selection process.