Administrative Assistant

Alexa Translations; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading translation service provider is seeking an experienced administrative professional in Toronto. This role requires managing the CEO's calendar, coordinating travel, and handling day-to-day office operations. The ideal candidate should have over 2 years of experience in an administrative role, excellent organizational skills, and a professional demeanor. A Bachelor's degree is preferred, and familiarity with CRM systems is a plus.

Qualifications

• 2+ years of experience in an administrative role supporting management teams.
• Experience communicating with C-level executives.
• High level of professionalism, discretion, and attention to detail.

Responsibilities

• Manage the CEO’s calendar and coordinate meetings.
• Plan and coordinate all CEO travel.
• Handle the day-to-day office operations.

Skills

Communication with C-level executives

Time management

Organization

Problem-solving

Attention to detail

Education

Bachelor’s degree

Tools

CRM systems (HubSpot preferred)

Job description

Job Summary

Alexa Translations is a leading translation service provider that helps the world’s largest and most prestigious legal, financial and government industries with translation solutions that elevate the way they do business. Since 2002, we have grown our reputation by forging long-term relationships built on trust. Helping our clients reach their business goals is the foundation of our success. We have built best-in-class Artificial Intelligence (A.I.) machine translation technology that is specifically trained for the Canadian legal and financial markets. It delivers complex, industry-specific translations with unprecedented quality and unmatched speed.

Responsibilities

1. Calendar & Meeting Coordination
   • Manage the CEO’s calendar, including scheduling via verbal requests, email, LinkedIn, and other platforms.
   • Coordinate internal and external meetings, ensuring appropriate timing and minimizing conflicts.
   • Follow up with clients if no response is received within 3 business days.
2. Internal Meeting Logistics
   • Schedule internal team meetings on behalf of the CEO or other departments as requested.
   • Participate in recurring internal meetings including sales meetings, bi-weekly process improvement sessions, BOA meetings, and others as needed.
   • Capture meeting notes, ensure CRM updates, and follow through on next steps (e.g., scheduling demos, sending materials).
3. External Meeting Preparation
   • Confirm logistics for in-person meetings, including venue reservations and client confirmations.
   • Coordinate and assist with quarterly management team meetings (restaurant reservations, coffee/lunch logistics).
   • Support the CEO’s involvement with Junior Achievement by scheduling and coordinating related meetings.
4. Travel Coordination
   • Plan and coordinate all CEO travel, including identifying key contacts in destination cities and arranging meetings.
   • Book flights, hotels, and manage itinerary planning.
   • Submit travel claims via AMEX or airline portals.
5. Credit Card & Expense Management
   • Prepare and submit CEO’s AMEX and other expense reports.
   • Act as liaison with AMEX for any company credit card issues.
6. Podcast Management
   • Coordinate podcast guests from invitation through post-recording follow-up.
   • Send podcast kits and ensure guest approval of recordings before publishing.
7. Social Media & Communications
   • Set reminders for CEO to review and post approved marketing materials on social platforms.
   • Manage the main company inbox and web contact forms, redirecting inquiries and forwarding quotes appropriately.
8. Administrative & Ad Hoc Support
   • Handle event registrations, client gift coordination, sending brochures, submitting reimbursements, and preparing/sending legal documents via DocuSign.
   • Assist with day-to-day office needs, including occasional hospitality tasks like coffee preparation.
9. Internal Support & Office Coordination
   • Train new sales team members on best practices for scheduling and virtual meetings.
10. Other Office Operations
    • Responsible for managing the day-to-day office operations and overseeing the general administrative functions and any events or activities in the office in the Toronto location.
    • Support the development of SOPs if needed.

Qualifications

Experience

• 2+ years of experience in an administrative role supporting management teams.

Education

• Bachelor’s degree desired

Skills and Competencies

• Experience communicating with C-level executives
• Familiarity with CRM systems (HubSpot preferred)
• Excellent time management, organization, and problem-solving skills
• High level of professionalism, discretion, and attention to detail

Language Requirements

• French is considered an asset.