Administrative Assistant

Quantum Management Services Ltd.; Toronto; Hybrid; CAD 60,000 - 70,000; Full time

Benefits offered by this job

Bonus

RRSP

Vacation

Benefits

Additional perks

Job summary

Quantum Management Services Ltd. is seeking an Administrative Assistant to support a busy, collaborative team in Downtown Toronto on a hybrid schedule.

The role focuses on calendars, travel, expense processing, and documentation across multiple priorities. The candidate should have 3+ years in administrative or coordination roles, be highly organized, detail-oriented, and capable of managing deadlines while supporting senior professionals and internal/external stakeholders.

Qualifications

• 3+ years of administrative, team support or coordination experience.
• Excellent organizational and time-management skills with strong attention to detail.
• Ability to manage multiple priorities and deadlines in a busy environment.

Responsibilities

• Provide day-to-day administrative support to a busy team and senior professionals.
• Coordinate calendars, meetings, appointments and other scheduling requirements.
• Arrange travel and assist with related itineraries and logistics.
• Prepare and process expense reports, invoices and other accounts payable documentation.
• Liaise with internal departments, external vendors and other third-party contacts.
• Track documentation, approvals, deadlines and outstanding action items.
• Prepare, organize and maintain contracts, reports, correspondence and other documentation.
• Assist with additional administrative and operational priorities as required.

Skills

Administrative support

Scheduling

Communication

multitasking

Job description

Position: Administrative Assistant

Location: Downtown Toronto

Job Type: Permanent

Work Arrangement: Hybrid

Posting Type: Open vacancy

Compensation: $60,000-$70,000 + bonus, RRSP, vacation, benefits and additional perks

About the Opportunity

Our client, an established organization located in downtown Toronto, is seeking a highly organized and proactive Administrative Assistant to support a busy and collaborative team.

This is a varied role for someone who enjoys being at the centre of a fast-moving group and taking ownership of the details that keep things running smoothly. You will work closely with senior team members and provide support across scheduling, financial administration, documentation, travel, meeting coordination and other day-to-day priorities.

The ideal candidate naturally stays one step ahead. You are organized, detail-oriented and comfortable following up with others, tracking outstanding items and ensuring deadlines and commitments don't fall through the cracks. You are equally comfortable handling routine administrative tasks and taking ownership of more detailed coordination and follow-up.

Responsibilities

• Provide day-to-day administrative support to a busy team and senior professionals
• Coordinate calendars, meetings, appointments and other scheduling requirements
• Arrange travel and assist with related itineraries and logistics
• Prepare and process expense reports, invoices and other accounts payable documentation
• Liaise with internal departments, external vendors and other third-party contacts
• Track documentation, approvals, deadlines and outstanding action items
• Prepare, organize and maintain contracts, reports, correspondence and other documentation
• Assist with additional administrative and operational priorities as required

What We're Looking For

• 3+ years of administrative, team support or coordination experience
• Excellent organizational and time-management skills with strong attention to detail
• Demonstrated ability to manage multiple priorities and deadlines in a busy environment
• A proactive approach with the confidence to follow up, ask questions and keep priorities moving forward
• Professional and comfortable interacting with individuals at all levels
• Experience processing invoices, expenses or accounts payable is an asset
• Experience working with an ERP, financial or similar business system is an asset
• A collaborative, hands-on approach with a willingness to assist wherever needed

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.