Administrative Assistant / Office Coordinator

Dig Insights; Toronto; Hybrid; CAD 40,000 - 70,000; Full time

Job summary

An innovative research company is seeking an Administrative Assistant/Office Coordinator to support its Toronto office. This role is pivotal in maintaining a positive company culture and ensuring smooth operations. The ideal candidate will be proactive, organized, and capable of managing multiple priorities while providing executive support. Join a dynamic team that values creativity and collaboration, and enjoy a hybrid work environment with unlimited vacation and wellness reimbursements. If you're passionate about fostering engagement and driving success, this is the opportunity for you.

Benefits

Unlimited vacation policy

Health and wellness reimbursements

Medical Insurance

In-person social events

Flexible working hours

Qualifications

• 3+ years of experience in administrative roles.
• Strong proficiency in Microsoft Office Suite.
• Ability to manage confidential information.

Responsibilities

• Manage CEO's calendar and travel arrangements.
• Act as the main point of contact for office-related requests.
• Lead team-building activities and social events.

Skills

Microsoft Office Suite

Organizational Skills

Time Management

Communication Skills

Event Planning

Education

Degree or Diploma

Tools

SharePoint

Job description

Administrative Assistant / Office Coordinator

Join to apply for the Administrative Assistant / Office Coordinator role at Dig Insights

Administrative Assistant / Office Coordinator

Join to apply for the Administrative Assistant / Office Coordinator role at Dig Insights

Dig Insights is a tech-enabled research company that helps our clients - global consumer brands - move beyond consumer-centric to decision-centric. Our clients can then go to market with innovations that shift consumer decisions in their favor.

Our work is supported by the technologies that we leverage and create. This includes Upsiide, our proprietary innovation insights platform. Upsiide is a SaaS platform that reinvents how enterprise companies screen, optimize, and build a business case for innovation.

Our clients span verticals including FMCG, QSR, retail, technology, financial services, and telecommunications. Our work is led by a team of over 250 strategists, insights leaders and data scientists. We work for a global client base out of offices in Toronto, Chicago, and London.

Our success is due to our strong commitment to our clients, and the creativity and dedication of our entire team. Since the beginning, we have been focused on building the smartest consumer insights company and that means hiring people who are bright, creative, resourceful, and kind. People who succeed at Dig are curious, question established norms and are passionate about helping our clients to move their businesses forward. If you want to join a team that takes themselves just seriously enough to produce great work, we’d love to welcome you.

As we continue to grow, both geographically and in our expertise, we are looking for people who want to join a high-growth and highly collaborative company.

Administrative Assistant / Office Coordinator – About this role

We are seeking an experienced and proactive Administrative Assistant / Office Coordinator for our Toronto office who will act as a central point of contact for administrative and office-related needs across the organization. This individual will play a crucial role in maintaining Dig’s exceptional company culture, serving as the ambassador of employee engagement, and ensuring the smooth day-to-day operations of our downtown office. The ideal candidate will be a self-starter who can independently handle employee inquiries, manage multiple priorities, and provide comprehensive support to the CEO and broader leadership team.

Your primary responsibilities will include, but are not limited to:

Executive Support:

• Serve as the Executive Assistant to the CEO, managing their calendar, scheduling internal and external meetings, organizing meeting agendas, and tracking follow-ups to ensure action items are completed.
• Handle CEO travel arrangements and expense management, ensuring timely and accurate submission.
• Support the preparation of presentations and templates for board decks, team meetings, and other key documents.

Office Management:

• Act as the main point of contact for all office-related requests, ensuring the office remains a clean, welcoming, and well-stocked space.
• Manage office supplies, snacks, and other inventory to maintain a positive in-office experience.
• Liaise with building management and vendors to coordinate office maintenance, repairs, and security access.
• Oversee the office security system, administering employee access cards and managing alarm codes.

Culture & Engagement:

• Lead Dig’s Fun Committee, organizing and executing team-building activities, social events, and initiatives that foster a sense of community and engagement.
• Serve as an ambassador of Dig’s values and culture, driving efforts to create an inclusive, dynamic, and fun work environment.
• Host in-office client workshops and events, coordinating logistics such as catering, supplies, and greeting guests.

Administrative Support:

• Provide general administrative support to the broader team, including managing group calendars and coordinating company-wide communications as needed.
• Assist HR with onboarding new employees, preparing welcome packages, and ensuring new hires feel supported during their transition.
• Co-chair the Health and Safety Committee, ensuring compliance with relevant workplace safety regulations.
• Support budget tracking for office supplies and event expenses, preparing administrative reports for leadership as requested.
• Maintain organized digital files and reference documents in SharePoint, ensuring that folders are clearly labelled, up-to-date, and accessible to the team for key company information such as policies, procedures, and templates.

Experience, Skills, and Requirements:

• 3+ years of experience as an Administrative Assistant, Office Administrator, Office Coordinator, or similar role.
• Degree, diploma, or post-secondary certificate.
• Strong proficiency in Microsoft Office Suite (PowerPoint, Excel, Word) and familiarity with creating polished presentations.
• Exceptional organizational and time management skills, with the ability to manage multiple tasks and prioritize effectively.
• Strong written and verbal communication skills, with the ability to represent the organization professionally.
• Ability to work independently, solve problems proactively, and manage confidential information with discretion.
• Demonstrated experience planning and executing both in-person and virtual events.
• Ability to adapt in a dynamic and fast-paced environment.
• Entrepreneurial, proactive, and solutions-oriented mindset.
• Experience booking travel and managing complex schedules.
• Hybrid working policy which gives the flexibility to employees to work remotely or in one of our office locations. Note that although we offer a hybrid work environment, due to the nature of this role we do require this position to be in-person, Tuesday, Wednesday and Thursdays (with flexibility on Monday & Friday if required) at our downtown Toronto office
• Unlimited vacation policy
• Reimbursement for health and wellness classes/memberships, and continuous learning
• Medical Insurance
• In-person and virtual social events such as poker night, paint night, trivia night and more!

To find out more about us visit us at www.diginsights.com & www.upsiide.com

Our culture is built on 5 core values: Energy, Excellence, Evolution, Equality and Empathy. We believe that our success is dependent on the diverse talents, skills, and ideas of its staff. We are committed to creating an inclusive work environment and encourage applications from all qualified candidates including those in the BIPOC and LGBTQ communities, and from people with disabilities.

We thank you for your interest in Dig Insights, however, only candidates who are chosen for an interview will be contacted.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Market Research

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