Overview
Administrative Assistant Jobs in North York, Ontario, Canada at Peak Associates Limited
Title: Administrative Assistant
Company: Peak Associates Limited
Location: North York, Ontario, Canada
Our client is seeking an enthusiastic and highly organized Administrative Assistant to provide vital business support to a busy team. This role is ideal for someone who thrives in a fast-paced environment, excels at multitasking, and takes pride in keeping operations running smoothly. The successful candidate will be the go-to person for scheduling, communication, business documentation and administrative coordination.
Please note that the role works full-time onsite (no remote work options).
Responsibilities:
The specific duties and responsibilities for this position include but are not limited to the following:
- Provide administrative support to the team – managing calls, messages, appointments, printing, documentation, etc.
- Conduct daily calendar management (Outlook) and proactively adjust schedules based on priorities. Daily monitoring of Outlook inboxes and actioning items where applicable.
- Arranging for meetings – securing boardrooms, ordering catering, conference call coordination, preparing meeting materials, and circulating calendar details. Attending meetings and taking meeting minutes when required.
- Pulling files and plans for the department for the upcoming week’s meetings regularly.
- Prepare marketing packages and other company materials
- Document coordination and file maintenance, tracking transactions and critical dates
- Event coordination for internal and external functions, including industry events and conferences, golf tournaments, staff functions, etc.
- Ordering department supplies, business cards, envelopes, and letterhead.
- Other clerical duties – assist with correspondence, letters, memos, monthly expense reports.
- Work collaboratively with other team members and provide back-up support due to vacation, appointments or illness.
- Other administrative duties as needed.
Desired Qualifications & Skills:
- University education preferred (related to Business or Real Estate would be an asset)
- 1-2 years of previous administrative and/or corporate office experience strongly preferred
- Strong people skills, a team player with proven ability to build relationships at all levels of an organization
- Excellent organizational skills with the ability to multi-task and prioritize work
- Thrives in a fast-paced environment with shifting priorities
- Ability to learn new roles and complete tasks with accuracy
- A “can do” attitude and willingness to step in and help whenever needed
- Self-starter who has experience working without constant supervision
- Excellent oral and written communication skills. Must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization
- Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint)
