Administrative Assistant

360insights; Whitby; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading company in the Durham Region is seeking an Administrative Assistant to support the President’s office and the Executive Leadership Team. This role involves managing schedules, organizing events, and providing clerical support, ensuring operational efficiency. The ideal candidate will be detail-oriented, possess strong communication skills, and thrive in a fast-paced environment.

Benefits

Bonus

Equity

Benefits

Qualifications

• Exceptional knowledge of Microsoft Office and Outlook.
• Effective verbal, written communication, and interpersonal skills.
• Outstanding organizational and follow-through skills.

Responsibilities

• Manage heavy calendar and administrative duties, including scheduling across time zones.
• Organize events and meetings, manage logistics, and track expenses.
• Prepare presentations and reports for meetings and appointments.

Skills

Microsoft Office

Communication

Organizational Skills

Problem Solving

Time Management

Job description

• Plus Bonus, Equity & Benefits
• Pay transparency: Our salary ranges are determined by role, level, and location. The range displayed on our job posting reflects the minimum and typical maximum target for new hire salaries for the position. It does not reflect the maximum salary for the role over time. Within the range, individual pay is determined by job-related skills and experience demonstrated during the interview process.

What you will be doing: The Administrative Assistant acts as the central point of contact for our President’s office and provides administrative support to various members of the Executive Leadership Team as assigned by the Director, Administration & Executive Assistant to the CEO. With high attention to detail, the Administrative Assistant is accountable for organizational, scheduling, event management, and clerical duties as needed by our Leadership Team. They ensure the President’s office operates efficiently, managing day-to-day obligations and inquiries.

Responsibilities include:

1. Heavy calendar management, including interactions across various time zones, and administrative duties such as ad hoc projects, records management, emailing, tracking, and follow-up of tasks.
2. Organize onsite/offsite events and meetings, manage Teams/Zoom logistics, travel arrangements (flights, ground transportation, hotel reservations), team events, catering, and track expenses to budget.
3. Manage multiple forms of incoming communication: receiving, screening, and handling calls, Teams, and email requests.
4. Coordinate with the Administrative Team to support travelers 24/7/365.
5. Prepare presentations and reports for meetings, appointments, and conference calls. Research and compile information from reports, documents, and correspondence.
6. Provide clerical support: prepare and submit expense reports, filing, scanning, photocopying.
7. Manage accounts and invoices, ensuring streamlined services where applicable.
8. Assist in planning and coordinating team events such as holiday parties, All-Hands meetings, and Go-to-market events.
9. Monitor daily workflow to ensure operational efficiency and delegate tasks accordingly.
10. Work closely with the administrative team to ensure standards and processes are followed.

What you’ll bring to this role:

• Exceptional knowledge of Microsoft Office and Outlook.
• Effective verbal, written communication, and interpersonal skills.
• Outstanding organizational and follow-through skills.
• Fast learner, detail-oriented, efficient, and able to work independently.
• Ability to work in a fast-paced environment under pressure and tight deadlines.
• Excellent analytical, thinking, and problem-solving skills.
• Strong prioritization and time management skills.

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Administrative Assistant • Whitby, Ontario