Administrative Services Manager

Marberg Staffing Ltd.; Toronto; On-site; CAD 100,000 - 125,000; Full time

Job summary

A staffing agency in Toronto is seeking an experienced Administrative Services Manager to oversee day-to-day operations for a corporate finance client. The role involves managing administrative systems, supporting C-suite executives, and ensuring efficient office procedures. Ideal candidates will have over 5 years of experience, strong proficiency in MS Office, and the ability to thrive in a fast-paced environment. This is a temporary onsite position with a competitive hourly rate.

Qualifications

• 5+ years of experience managing day-to-day administration in a professional services office.
• Experience providing administrative support to C-suite executives.
• Familiarity with online conference applications such as Zoom or MS Teams.

Responsibilities

• Oversee daily operations ensuring smooth functioning of administrative systems.
• Act as primary liaison for business communications and site administration.
• Manage calendars and coordinate travel arrangements for C-Suite.

Skills

Advanced proficiency in MS Office

Superior typing and data entry

Strong arithmetic skills

Advanced English communication

Well organized and proactive

Education

Post Secondary Degree or Diploma in Business Administration

Tools

MS Word

MS Excel

Adobe Acrobat

Job description

Administrative Services Manager for corporate finance client, downtown Toronto.

Marberg Job Number : 2645.

Job Type : Temporary.

Initial Term : ASAP for approximately 6 months, with possible extension or conversion to direct-hire.

Target Compensation : From $45 to $50 per hour, with some flexibility according to experience.

Regular Work Hours : From 9 am to 5 pm, not including 1 hour unpaid lunch break, Monday to Friday (35 work hours per week). Additional paid time may occasionally be required according to client business need.

Work Location : 100% onsite at client's downtown Toronto office, on PATH and near Union and GO stations.

Position Reports To : C-Suite.

Responsibilities Summary :

Oversee day-to-day operations and ensure smooth functioning of administrative systems, office procedures, and executive support services, contributing directly to the efficiency and professionalism of a high performance team. Play key role in supporting leadership and maintaining office resources, proactively managing multiple priorities in a fast-paced, client-focused environment and enhancing the overall client experience.

Office Management / Site Support :

• Act as primary liaison for initial inquiries and general business communications.
• Provide office site administration services including managing supplies and IT resources and maintaining professional office environment. Coordinate effective response to all facilities requirements, including workstation setups or moves.
• Set up and maintain hard copy and electronic records management systems, ensuring documents properly coded and retained for efficientreferenceand retrieval.
• Handle accounts payable. Coordinate with vendors, review quotes, verify invoices for payment and process expenses. Additional financial administration tasks as required.
• Anticipate upcoming siteand logistical requirements and collaborate with team to ensure appropriate resources are in place.

Executive Support and Documentation Services :

Manage calendars and due dates for C-Suite team. Coordinate domestic and international travel arrangements with corporate travel agency as required.

Prepare and distribute briefing notes and other meeting materials. Research designated topics and create detailed information summaries for review.

Format and compile a range of documents from written and verbal instructions, ensuring strict confidentiality and attention to detail.

Review and verify documents for numeric and written accuracy, clarity and completeness, using designated criteria and tools.

Additionalexecutivesupport,documentsmanagementandoffice administrationresponsibilitiesasrequired.

Qualifications :

Education : Post Secondary Degree or Diploma in Business Administration or similar discipline.

Preferred Work Experience : At least 5+ years of experience managing day-to-day administration of a fast paced professional services office, and providing administrative support services to a C-suite team.

Preferred Sector Experience : Professional services sector experience preferred, including as regulatory, banking or financial services, legal, or management consulting.

Technical and Language Skills Requirements :

Advanced proficiency in MSOffice including Word, Excel, Outlook and PowerPoint (will be tested). Will require advanced functionality in Word including Longer Document Tools, Track Changes, Document Protection, Indexing, Tables of Contents, Styles, etc. Will require advanced functionality in Excel including maintaining complex spreadsheets, and working with formulas, Pivot Tables etc.

Superior typing, data entry and attention to detail (will be tested).

Strong arithmetic skills and proficiency with financial documentation in order to review quotes and estimates, verify invoices, summarize costs and calculate percentages, and provide statistical reports (may be tested).

Proficiency with Adobe Acrobat (may be tested).

Proficiency with online conference applications such as Zoom or MS Teams.

Familiarity with Acumatica or similar Cloud-based ERP system.

Familiarity with legal databases, search applications and online documents tracking systems an asset.

Advanced English communication skills, both written and verbal, including strong business writing skills, excellent spelling, grammar, proofreading and syntax (may be tested), and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes :

Well organized, proactive and self-directed approach to work, consistently looking for opportunities to add value.

Ability to effectively and professionally navigate a fluid environment with multiple priorities. Demonstrated superior interpersonal skills and excellent professional judgement. Excellent listening skills, and the ability to provide and receive effective feedback.

Strong professional background supporting both executives and consultants. Works well in a fast-paced, collegial environment with a diverse range of work and communications styles.

Exceptional attention to detail and analytic skills toproduce high level documentation with minimal oversight.

Responsible and reliable. Demonstrated record of professional conduct and character.

Advanced organizational, coordinative and time management skills, with the ability to prioritize work effectively for self and others, meet tight deadlines and work well under pressure.

Proven ability to respond to sensitive and confidential matters with tact, discretion, and excellent judgement in the interpretation and application of instructions and organization policy.

Culturally sensitiveand non-partisan approach to working with people from diverse backgrounds. Demonstrated successful experience of prioritizing work, making decisions and communicating with otherswithin a values framework of respect, tolerance, equity, anti-racism, diversity and inclusivity.

Additional Requirements :

Ability to work 100% onsite, abiding by organization health and safety policies.

Ability to declare personal Non-Conflict of Interest in execution of position responsibilities.

Provision of certification of AODA and OHSA online training course completion prior to position start.

Satisfactory Canadian and International Background Checks; Financial History Check; Online Technical Skills and Soft SkillsEvaluations; and Employment References.

Application Notes :

Please note that we are screening and shortlisting Candidates as soon as possible and qualified applications may be contacted same day as date of application.