Senior Administrative Assistant

KIT Recruitment; Toronto; On-site; CAD 55,000 - 65,000; Full time

Benefits offered by this job

Employee assistance program

Paid time off

Casual dress and company events

Job summary

KIT Recruitment partners with West Toronto organization to hire a polished Senior Administrative Assistant ready to advance into an Office Manager role. You will own day-to-day operations, manage vendors, travel, events, and support executives in a fast-paced professional setting.

The ideal candidate has 3+ years in office administration, strong organizational and communication skills, and comfort with tech and HR-related onboarding.

Qualifications

• Minimum of three years in office management or similar operational role.
• Experience managing facilities, vendors, purchasing, invoices and budgets.
• Strong organizational skills and the ability to handle multiple priorities.
• Experience onboarding/offboarding and coordinating technology requirements.

Responsibilities

• Oversee daily office operations, supplies, equipment and space planning.
• Act as primary contact for landlord, contractors and service providers.
• Maintain office policies, safety procedures and compliance programs.
• Lead vendor selection, negotiations and service-performance monitoring.
• Code and approve invoices, reconcile company credit card, track spend.
• Coordinate IT help tickets with outsourced provider and basic troubleshooting.
• Arrange travel, onboarding, facilities access, and employee logistics.
• Plan meetings, events, and communications; support executives and teams.

Skills

Organizational skills

Project management

Communication skills

Ownership mindset

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Google Workspace

Job description

KIT Recruitment is partnering with an established organization in West Toronto to recruit a polished, proactive and highly organized Senior Administrative Assistant who is ready to take the next step into an Office Manager role.

This opportunity is ideal for someone who enjoys being the central point of contact in a busy professional environment and takes pride in keeping the workplace organized, efficient and welcoming. The Office Manager will take ownership of day-to-day office operations while supporting facilities, vendors, purchasing, technology, employees, executives, travel, events and select marketing activities.

• Permanent, full-time position
• Onsite in Etobicoke, Ontario
• Salary of $55,000–$65,000 per year
• Employee assistance program
• Paid time off
• Casual dress and company events
• Oversee daily office operations, including supplies, equipment, furniture, mail, couriers, workplace organization and general office requirements.
• Act as the primary contact for the landlord, building management, contractors and service providers, overseeing maintenance, cleaning, security, waste services and facilities-related concerns.
• Maintain office policies and procedures while coordinating workplace health and safety requirements, drills, postings and related compliance.
• Manage office layout, seating plans, employee moves and space requirements.
• Lead office purchasing and vendor management, including vendor selection, pricing negotiations, account setup, contract renewals and service-performance monitoring.
• Code and approve office invoices, reconcile the company credit card, and track monthly office spending against budget.
• Serve as the primary liaison with the outsourced IT provider by logging, monitoring and closing support tickets and troubleshooting basic password, printer and connectivity issues before escalating them.
• Coordinate employee technology requirements, including ordering and deploying workstations, maintaining an accurate inventory of laptops, monitors, phones and software licences, and arranging account access, equipment recovery and secure decommissioning.
• Support HR with onboarding and offboarding, employee orientation, welcome materials, workstations, building access, keys, credentials, employee records, internal directories and interview logistics.
• Plan and coordinate company meetings, offsites, holiday parties, employee celebrations and recognition programs, including budgets, contracts, vendors, catering, logistics and event schedules.
• Support trade shows and external events by coordinating booth bookings, displays, promotional materials, shipping, staffing schedules, lead capture, budgets and post-event follow-up with the sales team.
• Coordinate partner, customer and community events, including invitations, RSVP tracking, venues, sponsorships, association memberships and event logistics.
• Maintain the company’s social media calendar by drafting and scheduling posts, responding to routine comments and messages, and preparing basic monthly performance updates.
• Manage branded materials, promotional items, apparel and print inventory, ensuring outdated materials are removed from circulation, and assist with basic website updates.
• Coordinate domestic and international travel for employees and executives, including flights, accommodations and ground transportation, while monitoring policy compliance and travel spending and assisting with urgent changes or cancellations.
• Prepare and distribute internal communications, announcements, presentations and office updates, and support executives and department leaders with meetings, agendas, minutes, action items, calendars and expenses.

Office Manager Qualifications

• Minimum of three years of experience in office management, administration, executive support or a similarly broad operational role.
• Experience managing facilities, vendors, purchasing, invoices and office budgets.
• Strong organizational and project-management skills, with the ability to manage competing priorities and follow responsibilities through to completion.
• Experience coordinating employee onboarding, offboarding, workplace access and technology requirements.
• Comfortable troubleshooting basic technology issues and working with an outsourced IT provider.
• Experience coordinating internal events, trade shows, customer events or other external business functions.
• Comfortable supporting social media, branded materials and basic marketing activities.
• Strong written and verbal communication skills, with a polished and professional approach.
• Proficiency with Microsoft Office or Google Workspace; familiarity with HRIS, ticketing, social media scheduling or content-management systems is an asset.
• Strong judgment and discretion when handling confidential employee and business information.
• Proactive, dependable, resourceful and comfortable taking ownership in a fast-paced environment.
• Bachelor’s degree preferred, or an equivalent combination of education and professional experience.