Administrative Assistant

Peak Associates Limited; Toronto; On-site; CAD 42,000 - 54,000; Full time

Job summary

Peak Associates Limited in Toronto is seeking an Administrative Assistant who is highly organized and proactive to support a busy team. This role focuses on scheduling, document management and office coordination, ensuring operations run smoothly in a fast-paced environment.

The ideal candidate will have strong MS Office skills, excellent communication, and the ability to multitask while maintaining attention to detail. University education is preferred and recent graduates are welcome to apply.

Qualifications

• University education preferred (recent graduates are welcome to apply).
• Experience in administrative/corporate office roles is valued.
• Strong MS Office skills and ability to communicate across levels.

Responsibilities

• Provide administrative support including calls, messages, appointments, printing, and documentation.
• Conduct daily calendar management (Outlook) and adjust schedules as priorities shift.
• Arrange meetings: secure boardrooms, catering, conference calls, materials and calendar details.
• Maintain office services: supplies, meeting areas, equipment upkeep.
• Coordinate documents, track transactions and key dates.
• Support event coordination for internal/external functions and industry events.
• Order department supplies, business cards, letterhead, and envelopes.
• Assist with correspondence, memos, monthly expense reports.
• Collaborate with team members and provide back-up support as needed.

Skills

Organizational skills

Communication

Team player

Multitasking

Priority management

Education

University education

Tools

MS Office Suite

Job description

Our client is seeking an enthusiastic and highly organized Administrative Assistant to provide vital business support to a busy team. This role is ideal for someone who thrives in a fast-paced environment, excels at multitasking, and takes pride in keeping operations running smoothly. The successful candidate will be the go-to person for scheduling, communication, business documentation and administrative coordination.

Please note that the role works full-time onsite (no remote work options).

Responsibilities:

The specific duties and responsibilities for this position include but are not limited to the following:

• Provide administrative support to the team – managing calls, messages, appointments, printing, documentation, etc.
• Conduct daily calendar management (Outlook) and proactively adjust schedules based on priorities. Daily monitoring of Outlook inboxes and actioning items where applicable.
• Arranging for meetings – securing boardrooms, ordering catering, conference call coordination, preparing meeting materials, and circulating calendar details.
• Office services functions - stocking office and kitchen supplies, upkeep of meeting areas, maintaining equipment, etc.
• Document coordination and file maintenance, tracking transactions and critical dates
• Event coordination for internal and external functions, including industry events and conferences, golf tournaments, staff functions, etc.
• Ordering department supplies, business cards, envelopes, and letterhead.
• Other clerical duties - assist with correspondence, letters, memos, monthly expense reports.
• Work collaboratively with other team members and provide back-up support due to vacation, appointments or illness.
• Other administrative duties as needed.

Desired Qualifications & Skills:

• University education preferred (recent graduates are welcome to apply)
• At least 1 years of previous administrative and/or corporate office experience preferred
• Customer service or hospitality related experience
• Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint)
• Strong people skills, a team player with proven ability to build relationships at all levels of an organization
• Thrives in a fast-paced environment with shifting priorities
• Excellent organizational skills with the ability to multi-task and prioritize work
• Ability to learn new roles and complete tasks with accuracy
• A “can do” attitude and willingness to step in and help whenever needed
• Excellent oral and written communication skills. Must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization