Administrative Assistant

Toronto, ON | Temporary

Job ID: 52420 Industry: Administrative/Office Support
Administrative Assistant
Location: Toronto
Compensation: Up to $45k + bonus, 3 weeks vacation and benefits

Our client, a professional services firm, is looking for an Administrative Assistant to organize and be accountable for a variety of administrative tasks to facilitate the smooth operation of the office. This position requires the ability to manage diverse and sometimes complex tasks with discretion, accuracy and speed. This position is dynamic and multifaceted with plenty of learning and developmental opportunities and responsibilities to take on as you gain confidence in this role.



  • Perform basic bookkeeping functions in QuickBooks including entering all vendor invoices
  • Prepare, review and process all travel and related expense reports
  • Manage/track travel agent (AMEX) – allocate and reconcile invoices to client projects
  • Allocation and Reconciliation of VISA and AMEX corporate cards
  • Track and manage travel expense budgets
  • Review and process all consultants Timesheets
  • Preparation of Project Budgets and Client Billing Schedules
  • Manage/track Project Start up and close processes
  • Provide administrative and IT support to consulting team
  • Invoice processing
  • Preparation and distribution of reports/reconciliations
  • Maintain customer and vendor files with up to date information
  • Vendor management & coordination
  • Making travel arrangements for team members when required
  • Review and prepare a variety of documents, Contracts, SOWs, Offer Letters, NDAs, TN VISAs

Office & Other

  • Filing, Faxing, Photocopying,
  • General office support, maintaining office organization and efficiency
  • Manage cleaners
  • Manage and be the administrator of the phone system
  • Office security - ADT
  • Liaising with our landlord
  • Sending/receiving couriers
  • Meeting room set up
  • Maintain and monitor office (including Kitchen) supply levels and place orders as required
  • Being the face of the company; act as main receptionist, professionally handling all incoming calls and guests
  • Help coordinate departmental office activities
  • Provide direct support to Controller and HR Director and willing to take on special projects and duties as assigned

HR & Recruiting

  • Track and manage HR related emails, applications, phone enquiries
  • File, track and relay relevant information in a timely fashion
  • Maintain employee files and training records
  • Vacation tracking
  • Calendar meeting coordination Meeting and event coordination
  • Work on coordinating recruiting events and liaising with the schools


  • The position requires an articulate professional style with positive energy, attitude and a little creative flair. Demonstrated high level of professionalism, confidentiality, customer relations and people skills coupled with excellent verbal and written communication skills
  • Advanced computer skills (MS Office & quick and accurate data entry)
  • Must have experience with QuickBooks with some financial background
  • Experience managing an office (supplies, equipment, vendors, etc), ideally with 3-yrs experience in administrative and/or accounting environment in a start-up or other small office/organization
  • Organized and mature; essential to have solid organizational/project management skills and the ability to multitask, prioritize and problem solve as a critical thinker in a fast-paced work environment while maintaining a high degree of accuracy.
  • Able to work as part of a team as well as independently with discretion, confidentiality and sound judgment.
  • A quick study who can absorb and retain new information and develop.

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