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Administrative Assistant / Office Coordinator

Administrative Assistant / Office Coordinator

Job Category  
Primary Job Location  
CA-ON-Richmond Hill
Job Type 
Full Time

More information about this job

Job Description


Administrative Assistant/Office Coordinator


We are looking for an energetic individual to provide administration support to members of the executive team. Communicating with all levels of the organization and external stakeholders, you will be comfortable working in a fast-paced ever changing environment and have the ability to adapt quickly. The successful candidate will be self-motivated, enthusiastic and takes strong initiative improving current processes. Willing to learn and develop new skills working in the financial industry.


What to expect:

  • Daily management of phone calls, emails, mail, and calendar of meetings
  • Organize travel arrangements, accommodations, schedules and itineraries
  • Scheduling and planning meetings both on and off-site. Coordinating catering, draft and distribute agenda, taking/transcribing meeting minutes
  • Maintain corporate annual returns and filings
  • Prepare, edit and finalize presentations, documents, spreadsheets and reports
  • Prepare expense reports and basic bookkeeping
  • Use sound judgment and maintain confidentiality in correspondence with internal and external clients
  • Perform various administrative tasks such as records management, faxing, filing, photocopying as required
  • Back up reception as required
  • Office management duties, research vendors and gather quotes
  • other tasks as needed

What you will bring:

  • Detail-oriented, ability to check accuracy of work and provide consistent follow-up
  • Effective at problem solving/trouble-shooting through accessing company resources
  • Post-secondary education in business administration is an asset
  • High level of organization and communication skills
  • Experience coordinating travel arrangements and basic bookkeeping
  • Advanced skills in MS Office
  • Exceptional professionalism and demonstrates flexibility
  • Comfortable with some ambiguity in a fast-paced, rapidly changing environment
  • Tact and diplomacy
    • Flexible
    • Adaptable
    • High emotional intelligence - can navigate easily through times of ambiguity