Administrative Assistant

HDR; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading engineering firm in Toronto is seeking an Administrative Assistant to support daily operations. The ideal candidate will excel in organization and communication, ensuring smooth functioning of the office and providing assistance to staff and visitors. You will be responsible for managing supplies, coordinating meetings, and performing various administrative tasks. This position requires a high school diploma and a minimum of 2 years of administrative experience, with proficiency in Microsoft Suite being essential.

Qualifications

• A minimum of 2 years of administrative experience in an office environment.
• Excellent verbal and written communication skills.
• Self-motivated, well-organized, and detail-oriented.

Responsibilities

• General organization and housekeeping of the office.
• Manage meeting facilities and arrangements.
• Provide back-up reception duties and greet visitors.

Skills

Organizational skills

Communication skills

Attention to detail

Proficiency in Microsoft Suite

Education

High School diploma or equivalent

Tools

Microsoft Office Suite

Adobe

Blue Beam

Social media applications

Job description

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world?

Watch Our Story: https://www.hdrinc.com/our-story

Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.

We are currently looking for an exceptional Administrative Assistant to support our Toronto office. The ideal candidate is welcoming, organized, and helpful, thus supporting our local and Canadian team to help our operations run smoothly.

Primary Responsibilities

• General organization and housekeeping of the office including kitchen and boardroom areas
• Responsible for maintaining office and kitchen supplies
• Coordinate and manage meeting facilities and arrangements
• Liaise with building management and submit tenant requests/orders
• Type, revise and combine materials such as correspondence, reports, forms, and meeting minutes using Microsoft Office Suite (Word, PDF, PowerPoint, Excel)
• Perform word processing as needed, including formatting and proof‑reading letters, memos, and reports
• Data entry as needed in internal software programs, MSExcel, and other software
• Support production of reports and drawings
• Provide back‑up reception duties – greeting employees and visitors, answering and directing telephone calls, delivering messages, sending couriers, and distributing incoming mail
• Onboard new staff and support visiting employees
• Required to work in the Toronto office every day
• Perform other duties as needed

Preferred Qualifications

• A minimum of 2 years of administrative experience in an office environment
• Ability to work under pressure in a team environment with strong attention to detail and ability to work independently
• Excellent communication skills – both verbal and written
• Proficiency in Microsoft Suite, primarily Teams, Word, Excel, PowerPoint, Outlook
• Proficiency in manipulating PDF documents in Adobe and/or Blue Beam
• Proficient in various software applications pertaining to social media (a bonus)
• Problem‑solving and solution‑finding attitude and aptitude

Required Qualifications

• High School diploma or equivalent
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast‑paced environment
• Self‑motivated, well‑organized and detail‑oriented
• Ability to handle confidential information
• Proficiency with MS Office including Word and Outlook
• An attitude and commitment to being an active participant of our employee‑owned culture is a must

What We Believe

HDR is our company. Together, we build on each other’s life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment

As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day. Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.