Office Administrator/Executive Operations & Receptionist

Harlo Entertainment; Toronto; On-site; CAD 52,000 - 68,000; Full time

Benefits offered by this job

Benefits package

Professional development

Portfolio perks

Job summary

Harlo Entertainment is seeking an organized Office Administrator / Executive Operations & Receptionist to be the welcoming face of the company in Toronto. You will provide day-to-day administrative and operational support to the leadership team and broader organization.

Ideal candidates are highly organized, service-oriented, and able to prioritize competing tasks while anticipating needs. The role combines reception, office administration, and executive coordination to support strategic

Qualifications

• 2–5 years in office administration, executive assistance, reception, operations coordination, or a similar role.
• Experience supporting senior leadership is an asset.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High level of professionalism and discretion.
• Proficiency with Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Comfortable learning new technology and software systems.

Responsibilities

• Serve as the first point of contact for employees, guests, vendors, and visitors.
• Manage the reception area and maintain a professional, welcoming environment.
• Answer, screen, and direct calls and inquiries.
• Handle mail, courier deliveries, and packages.
• Coordinate office supplies and general needs.
• Liaise with building management, vendors, and service providers.
• Coordinate access, parking, deliveries, and visitor arrangements.
• Maintain calendars, meeting rooms, and office organization.
• Identify opportunities to improve office processes.

Skills

Office administration

Executive support

Reception duties

Operations coordination

Microsoft Excel

Time management

Communication skills

Microsoft Outlook

Tools

Outlook

Word

Excel

PowerPoint

Job description

Harlo Entertainment owns and operates some of Toronto's most beloved hospitality and entertainment brands. The portfolio includes Shake Shack Canada, Mimi Chinese, Sunnys Chinese, Linny's, Kasa Moto, Shinji Japanese and Playbook Commons, alongside Valerie and Roses Social — the celebrated outlets at Hotel X Toronto. Each Harlo brand is distinctively crafted, and each is united by a shared commitment to warm, engaging hospitality and curated guest experiences that keep people coming back. From conceptualization to creation, Harlo takes a value-oriented approach — pairing creative vision with operational discipline to drive performance, growth, and lasting brand equity across the hospitality, entertainment, lifestyle, and technology industries. Check out our website to learn more: www.harloentertainment.com

We are a people first culture. We strive to create great outcomes and to establish win-win partnerships through integrity, reliability, inclusivity, and great communication. Our greatest asset is our people, as they are the powerhouse behind our outcomes.

We always bring our best. We hold ourselves accountable for over-delivering on a consistent basis. We take responsibility for the outcome of our work. We find a way to make it possible. We are in the business of storytelling and remarkable experiences to create moments that matter. We ooze passion and pride in everything we do. We are relentless, driven and proud. We dig deep, we get our hands dirty. There is no challenge is too big or too small for our team.

Harlo Entertainment is looking for a highly organized, polished, and proactive Office Administrator / Executive Operations & Receptionist to be the welcoming face of the company and provide day-to-day administrative and operational support to the leadership team and broader organization.

This role is ideal for someone who is exceptionally organized, service-oriented, comfortable managing competing priorities, and able to anticipate what needs to be done before being asked. The successful candidate will combine strong reception and office administration skills with executive support and operational coordination.

What You’ll Do:

Reception & Office Management

• Serve as the first point of contact for employees, guests, vendors, and visitors.
• Manage the reception area and ensure the office maintains a professional, welcoming, and organized environment.
• Answer, screen, and direct incoming calls and general inquiries.
• Manage incoming and outgoing mail, courier deliveries, and packages.
• Coordinate office supplies, equipment, kitchen supplies, and general office needs.
• Liaise with building management, vendors, maintenance providers, and other service providers.
• Coordinate office access, keys, parking, deliveries, and visitor arrangements.
• Maintain office calendars, shared spaces, meeting rooms, and general office organization.
• Identify opportunities to improve office processes, organization, and efficiency.

Executive Operations & Leadership Support/Coordination

• Provide administrative support to senior leadership and executives as required.
• Coordinate internal and external meetings, including meeting rooms, catering, technology, and materials.
• Assist with invoice processing, expense reports, purchase orders, and administrative records.
• Track follow-ups, deadlines, and action items to ensure commitments are completed.
• Handle confidential and sensitive information with discretion and professionalism.
• Support the coordination and execution of company-wide initiatives and projects.
• Maintain trackers, spreadsheets, organizational documents, and project timelines.
• Coordinate information and follow-ups between departments and leadership.
• Assist with preparing internal communications and company announcements.
• Support employee onboarding and offboarding logistics, including workspace, equipment, access, and materials.
• Maintain accurate records and ensure administrative processes are completed consistently.
• Help identify gaps in administrative processes and recommend practical solutions.
• Take ownership of recurring administrative processes and continuously look for ways to streamline them.
• Maintain electronic and physical filing systems and ensure information is easily accessible.
• Assist with special projects and ad hoc requests from leadership.

Complete other administrative and operational duties as assigned.

What You’ll Need:

• 2–5 years of experience in office administration, executive assistance, reception, operations coordination, or a similar role.
• Previous experience supporting senior leadership is an asset.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High level of professionalism and discretion.
• Strong attention to detail and ability to maintain accuracy while managing multiple priorities.
• Proficiency with Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Comfortable learning and using new technology and software systems.
• Strong problem-solving skills and a proactive, solutions-oriented approach.
• Ability to work independently while also collaborating effectively across departments.
• Experience in hospitality, restaurants, entertainment, or other fast-paced environments is an asset.

What We Offer:

• Competitive compensation, including comprehensive benefits, spending account and professional development program.
• Opportunity to develop skills and gain experience in multiple disciplines in a fast-paced environment.
• Dynamic and fun office culture with colleagues who share the same core values.
• Exclusive perks from our portfolio companies, including restaurants and fitness studios.

Harlo Entertainment is an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, gender expression, medical condition, genetic information, marital, military and veteran status.