Administrative Assistant

Quantum Management Services Ltd.; Toronto; Hybrid; CAD 32,000 - 45,000; Full time

Job summary

Quantum Management Services Ltd. in Toronto, ON is seeking an organized Administrative Assistant to support senior leadership, manage calendars, prepare reports, and coordinate travel. The role offers hybrid work in downtown Toronto and a six-month contract with potential for extension.

You will handle budget tracking, invoicing, HR documentation, procurement, and facilities coordination, while maintaining confidential information and meeting tight deadlines in a professional office environment.

Qualifications

• 3+ years of administrative experience, supporting managers or senior staff.
• Experience in a government setting is an asset.
• Proficiency in Microsoft Office (Word, Excel, Outlook) is required.
• Strong organizational and time-management skills with attention to detail.
• Ability to handle confidential information discreetly and manage competing priorities.

Responsibilities

• Provide administrative support to senior leadership, including calendar management, scheduling, and travel arrangements.
• Prepare reports, presentations, meeting agendas, and confidential minutes.
• Coordinate meetings, manage follow-ups, and track outstanding requests and deadlines.
• Support budget tracking, invoice processing, and expense reporting.
• Assist with HR administration, recruitment documentation, procurement, and facilities coordination.
• Maintain accurate records and coordinate IT support as needed.
• Respond to inquiries while handling confidential information appropriately.

Skills

Organization

Time management

Communication

Discretion

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Position: Administrative Assistant
Location: Toronto, ON (Hybrid)
Salary: $28 per hour
Job Type: 6 months (potential for extension)
Posting Type: Open vacancy

Our government-based client in downtown Toronto is seeking an organized and detail-oriented Administrative Assistant to provide administrative support, coordinate daily office activities, and assist with the efficient operation of the office.

Key Responsibilities

• Provide administrative support to senior leadership, including calendar management, scheduling, correspondence, and travel arrangements.
• Prepare reports, presentations, meeting agendas, and confidential minutes.
• Coordinate meetings, manage follow-ups, and track outstanding requests and deadlines.
• Support budget tracking, invoice processing, expense reports, and financial documentation.
• Assist with HR administration, recruitment documentation, procurement, and facilities coordination.
• Maintain accurate records, manage office assets, and coordinate IT support.
• Respond to internal and external inquiries while handling confidential information appropriately.

Qualifications

• 3+ years of administrative experience, including supporting managers or senior-level staff.
• Previous experience working in a government setting is considered an asset.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Strong organizational, communication, and time-management skills.
• Excellent attention to detail and discretion when handling confidential information.
• Ability to manage competing priorities in a fast-paced environment.

Why Apply

This is a great opportunity to gain experience supporting a government-based organization, strengthen your administrative skills, and work in a professional office environment while supporting senior leadership and gaining exposure to a variety of business operations.

CNESST permit numbers: AP-2000158 & AR-2000157

All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.