Job Title: Administrative Assistant#1012162
Location: Toronto, ON (Hybrid)
Duration: 12 months contract (with possibility of extension/conversion)
Position Summary
The successful candidate will provide dedicated administrative support to executives at the client’s Group Vice President (VP) level and may also provide a broad range of administrative and general office support for the broader team as assigned. The role requires managing multiple priorities in a fast-paced environment while ensuring accuracy, confidentiality, professionalism, and exceptional customer service.
Typical Day-to-Day Responsibilities
· Manage calendars, schedule meetings, and coordinate executive appointments.
· Coordinate team meetings, town halls, leadership meetings, and other departmental events.
· Plan and organize team events, celebrations, and holiday functions.
· Provide a high level of administrative support while ensuring quality service and professionalism at every customer interaction.
· Prepare and complete supporting documentation, including reports, presentations, invoices, correspondence, communications, tables, charts, and files with a high degree of accuracy.
· Schedule and organize meetings by booking meeting facilities, arranging required equipment, refreshments, and distributing pre-meeting materials as required.
· Manage incoming inquiries and requests for information independently or redirect them to the appropriate individual or department.
· Collect and track data, conduct research, sort and distribute mail, balance and process expense reports, and maintain organized filing systems.
· Create, maintain, and update files, records, and documentation.
· Prioritize and manage workload effectively while meeting deadlines and adapting to changing priorities.
· Maintain confidentiality and exercise discretion when handling correspondence, sensitive information, and confidential matters.
· Identify opportunities for process improvements and recommend enhancements within assigned responsibilities.
· Utilize MS Office applications and department-specific systems to support administrative activities efficiently.
Must-Have Skills
· Strong verbal and written communication skills.
· Highly organized with strong attention to detail.
· Advanced proficiency with MS Office, including:
o Excel
o PowerPoint
o Outlook
o Teams
· Ability to work independently.
Key Responsibilities
Customer Responsibilities
· Provide a high level of administrative support while ensuring quality service and professionalism.
· Manage multiple priorities efficiently in a fast-paced environment.
· Apply appropriate due diligence to ensure accuracy in all supporting documentation.
· Coordinate meetings, facilities, equipment, refreshments, and meeting logistics.
· Maintain proficiency with MS Office applications and department-specific systems.
· Respond promptly to incoming inquiries or redirect requests appropriately.
Shareholder Responsibilities
· Deliver organized, accurate, and efficient administrative support.
· Collect and track data, conduct research, process expense reports, and perform administrative assignments.
· Schedule meetings, manage calendars, and maintain organized filing systems.
· Exercise discretion when handling confidential correspondence and sensitive information.
· Escalate issues appropriately when necessary.
· Prioritize workload to ensure quality, efficiency, and adherence to deadlines.
· Utilize software applications and office tools efficiently to support business needs.
· Manage stakeholder expectations through strong verbal and written communication.
· Take initiative to identify process improvements and investigate issues requiring resolution.
Required Skills
· Strong verbal and written communication skills.
· Excellent organizational and multitasking abilities.
· Strong customer service and interpersonal skills.
· Ability to work independently and manage time effectively.
· Ability to maintain confidentiality and organize sensitive information.
· Advanced proficiency with MS Word, Excel, PowerPoint, Outlook, Teams, and other computer applications.
Dexian is a leading provider of staffing, IT, and workforce solutions with over 12,000 employees and 70 locations worldwide. As one of the largest IT staffing companies and the 2nd largest minority-owned staffing company in the U.S., Dexian was formed in 2023 through the merger of DISYS and Signature Consultants. Combining the best elements of its core companies, Dexian's platform connects talent, technology, and organizations to produce game-changing results that help everyone achieve their ambitions and goals.
Dexian's brands include Dexian DISYS, Dexian Signature Consultants, Dexian Government Solutions, Dexian Talent Development and Dexian IT Solutions. Visit https://dexian.com/ to learn more.
Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status
Dexian | Unlock trajectory changing opportunities
Unlock business potential with Dexian's comprehensive solutions. Discover staffing, talent development, and valuable resources. Explore now!
Pay: $22.00-$23.00 per hour
Work Location: In person
