Administrative Assistant - 2 Month Contract

Vaco by Highspring; Ajax; On-site; CAD 30,000 - 60,000; Full time

Job summary

A recruitment and staffing firm in Ajax, Ontario is seeking a detail-oriented individual to coordinate meetings and support event planning. Responsibilities include preparing meeting rooms, managing catering services, handling travel arrangements, and maintaining office supplies. The ideal candidate possesses strong organizational skills and experience in guest relations. This role offers a pay range of $30 - $34 an hour.

Qualifications

• Proven ability to greet and guide guests effectively.
• Experience scheduling and coordinating meetings.
• Strong organizational skills for managing office supplies.

Responsibilities

• Arrive early to prepare meeting rooms for guests.
• Coordinate catering services for events and manage vendor interactions.
• Manage travel arrangements and prepare expense reports.
• Conduct weekly inventory checks and reorder supplies.

Skills

Guest relations

Meeting coordination

Event support

Time management

Job description

About the Opportunity

About the Opportunity

Daily Core Duties

Daily Core Duties

• Arrive in the office before external meetings begin.

Greet guests 10+ minutes early and guide them (restrooms, room name, waiting areas if needed).

Ensure you follow the guest log-in / log-out badge process

Notify the staff members that their guest has arrived.

Confirm room cleanliness and availability before escorting guests.

Monitor meeting timelines to ensure sessions start and end on time.

Ensure meeting rooms are fully equipped (water, snacks, functional tech).

Stay available via phone during business hours.

Meeting & Event Support

Schedule and coordinate internal and external meetings across time zones.

Reserve rooms and coordinate with staff for set-up.

Send all scheduled meeting details to POC daily, for the following day.

Look ahead 2 weeks, focus on 3 days ahead to flag conflicts and propose alternatives.

Reallocate meeting rooms when necessary (prioritize guest experience, meeting purpose).

Assist with board meetings, conferences, dinners, and receptions (setup, catering, cleanup).

Erase whiteboards before guest arrivals.

Support laptop setup and retrieval for interviews / presentations.

Coordinate catering :

Maintain vendor list and feedback.

Obtain host approval (minimize the number of vendors).

Meet delivery drivers and set up catering.

Clean up (plates, cutlery, napkins, water, serving items).

Ensure ALL catering is disposed of or put away in the fridge before you leave each day.

Travel & Expense Management

Manage travel arrangements via the corporate travel system (airfare, hotel bookings, etc.).

Handle simple point-to-point and hotel bookings directly when required.

Prepare and submit expense reports (corporate credit card).

Process catering and event invoices.

If unable to greet guests : notify the host directly in person, ensuring they are aware.

Maintain and save contact numbers for hosts, vendors, and backup support.

Office & Facilities Management

Conduct weekly inventory checks (Staples supply list).

Reorder essentials, snacks, and beverages in bulk (manage vendor shipping costs).

Receive and distribute mail / packages; manage courier deliveries and shipments.

Check meeting and office stock daily (snacks, water, supplies).

Support office layout, space planning, and health / safety compliance record updates.

Communicate with the Facilities team on office-related needs.

Staff Support & Process Development

Assist with all logistics related to onboarding and offboarding of staff members.

Develop and document admin processes and standards to support team growth.

Provide back-up support to the Executive Assistant as needed.

Pay Range : $30 - $34 an hour

How to Apply

Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote # 459272

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact [e-mail] .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to :

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.