Administrative Assistant

Aptitude; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading administrative services company in Toronto seeks a detail-oriented Administrative Assistant to support our team. You will manage schedules, handle correspondence, and maintain records. The ideal candidate is reliable, possesses strong communication skills, and has experience in office administration. Responsibilities include coordinating meetings, document preparation, and providing excellent customer service. This is a full-time position offering a dynamic work environment.

Qualifications

• Previous experience in an administrative role is preferred.
• Strong verbal and written communication skills are required.
• Excellent organizational skills and attention to detail are needed.

Responsibilities

• Coordinate meetings, appointments, and travel arrangements.
• Manage incoming and outgoing communications, including emails and calls.
• Prepare reports and documents, ensuring accuracy.

Skills

Communication Skills

Organizational Skills

Customer Service Orientation

Tools

Microsoft Office Suite

Job description

Job Summary

We are seeking a detail-oriented and organized Administrative Assistant to provide essential support to our team. The Administrative Assistant will be responsible for a variety of tasks, including managing schedules, handling correspondence, and maintaining records. This role requires strong communication skills, a proactive approach, and the ability to multitask in a fast-paced environment. The ideal candidate is reliable, professional, and has experience in office administration.

Key Responsibilities

• Scheduling and Calendar Management: Coordinate meetings, appointments, and travel arrangements, ensuring schedules are well-organized.
• Correspondence Handling: Manage incoming and outgoing communications, including emails, phone calls, and mail, and draft responses as needed.
• Document Preparation: Prepare reports, memos, and other documents, ensuring accuracy and adherence to company standards.
• Record Keeping: Maintain organized files and records, including electronic databases and physical filing systems.
• Office Supply Management: Monitor inventory levels of office supplies and place orders as needed to maintain adequate stock.
• Data Entry and Reporting: Accurately enter data, maintain spreadsheets, and generate reports to support departmental needs.
• Customer and Visitor Assistance: Greet visitors, answer inquiries, and provide general assistance in a friendly and professional manner.

Qualifications

• Experience: Previous experience in an administrative role is preferred.
• Communication Skills: Strong verbal and written communication skills, with a professional demeanor.
• Organizational Skills: Excellent organizational skills and attention to detail, with the ability to handle multiple tasks and prioritize effectively.
• Technical Proficiency: Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment, such as copiers and scanners.
• Customer Service Orientation: Ability to handle inquiries and requests with courtesy and efficiency.

Additional Requirements

• Professional Appearance: Adherence to office dress code and maintenance of a professional appearance.
• Discretion and Confidentiality: Ability to handle sensitive information responsibly and with discretion.
• Flexibility: Willingness to take on additional tasks and adapt to changing office needs.