Administrative Assistant

Recruiting In Motion - Eastern Ontario; Whitchurch-Stouffville; Hybrid; CAD 24,000 - 30,000; Part time

Job summary

Recruiting In Motion - Eastern Ontario is seeking an Administrative Coordinator to provide essential support to a busy management team on a 15-month temporary, part-time contract with a hybrid work arrangement. Responsibilities include managing emails, calendars, meetings, preparing documents, handling invoices and PO processing, and coordinating with internal departments.

The ideal candidate has 3+ years of admin experience, strong MS Office skills, excellent written and verbal communication,

Qualifications

• 3+ years of administrative or coordination experience.
• Proficient in Word, Excel and Outlook.
• Excellent written and verbal communication.
• Strong organization and attention to detail.
• Experience supporting managers or busy departments preferred.
• Experience in engineering or project-based environments preferred.

Responsibilities

• Manage emails, calendars, meetings and general correspondence
• Monitor inquiries and direct requests to the appropriate team
• Prepare and review letters, communications and documentation
• Support meeting agendas, mailouts and internal communications
• Assist with reports, documentation and administrative processes
• Process invoices and purchase orders and maintain records
• Coordinate information with internal departments
• Prioritize competing requests and keep key initiatives moving
• Provide proactive administrative support and streamline processes

Skills

Administrative experience

Strong communication

Highly organized

Customer service

Independent work

Multi-tasking

Fast-paced environment

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Administrative Coordinator - 15-Month Temporary Part-Time Contract

Our client is seeking an experienced Administrative Coordinator to provide administrative and organizational support to a busy management team. This is a temporary contract offering up to 30 hours per week and up to 15 months duration, with a flexible hybrid arrangement once training is complete.

Key Responsibilities

• Manage emails, calendars, meetings and general correspondence
• Monitor and respond to general inquiries, directing requests to the appropriate team
• Prepare and review letters, communications and documentation
• Support meeting agendas, mailouts and internal communications
• Assist with reports, documentation and administrative processes
• Process invoices and purchase orders and maintain accurate records
• Coordinate information and follow up with internal departments
• Prioritize competing requests and help keep key initiatives moving forward
• Provide proactive administrative support and identify opportunities to streamline processes

Qualifications

• 3+ years of relevant administrative or coordination experience
• Strong Microsoft Word, Microsoft Excel and Outlook skills
• Excellent written and verbal communication skills, including strong grammar
• Highly organized with excellent attention to detail
• Strong customer-service approach and professional communication style
• Demonstrated initiative and ability to work independently
• Comfortable managing multiple priorities in a fast-paced environment
• Strong ability to learn new systems and processes quickly
• Experience supporting managers or a busy department is highly preferred.
• Previous experience in a administrative role in a Engineering or Project based environment is required.