A dynamic role combining executive support and front-office management, with opportunities to grow into Human Resources responsibilities. The ideal candidate will demonstrate exceptional organizational abilities, professional communication skills, and a strong interest in HR practices.
Position Summary
We are seeking a polished, proactive, and highly organized professional to serve as our Executive Assistant & Receptionist. In this pivotal role, you will be the first point of contact for our company, managing the front desk and providing a welcoming experience for all clients, partners, and visitors.
Simultaneously, you will provide high-level administrative support to our senior leadership team, ensuring their schedules are managed efficiently and their administrative needs are met. This dynamic position requires exceptional multitasking skills, a high degree of professionalism, and the ability to handle confidential information with the utmost discretion. You will also play a key role in our financial operations by managing invoicing for a select group of customers.
Key Responsibilities
Reception & Office Administration:
- Serve as the face and voice of the company by greeting guests, answering a multi-line phone system, and directing inquiries to the appropriate personnel.
- Manage all incoming and outgoing mail, packages, and courier services.
- Maintain a clean, organized, and professional reception area and manage the booking of boardrooms.
- Monitor, order, and maintain inventory of office and kitchen supplies.
- Liaise with building management and service vendors as required.
Executive Support:
- Proactively manage and coordinate the calendars, appointments, and schedules for key executives.
- Arrange and coordinate meetings, including preparing agendas, taking minutes, and organizing catering.
- Prepare and edit correspondence, reports, and presentations using MS Office Suite.
- Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
- Handle confidential documents and information with discretion and professionalism.
- Prepare and submit expense reports on behalf of the executive team.
Financial & Administrative Tasks:
- Prepare, verify, and send out invoices to a designated portfolio of customers in a timely and accurate manner.
- Assist with data entry, filing, and maintaining organized digital and physical records.
- Provide general administrative support to other departments as needed.
- Assist in the planning and execution of company events and functions.
Qualifications & Skills
- Minimum 3-5years of experience in a professional office environment, ideally in a combined role such as Receptionist, Administrative Assistant, or Executive Assistant.
- Post-secondary diploma or certificate in Office Administration, Business, or a related field is a strong asset.
- Exceptional proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) is required.
- Experience with basic accounting or invoicing software (e.g., QuickBooks, Xero) is highly desirable.
- Outstanding verbal and written communication skills with a professional and courteous phone etiquette.
- Excellent organizational and time-management skills, with a proven ability to prioritize tasks and manage multiple deadlines in a fast-paced environment.
- A proactive, resourceful, and solutions-oriented mindset.
- Impeccable attention to detail and a high level of accuracy.
- Demonstrated ability to handle sensitive and confidential information with integrity.
What We Offer
- A competitive salary and compensation package.
- A professional and supportive team environment.
- Comprehensive health insurance
- The opportunity to be a central and valued member of our organization.
- Paid time off and holidays
- Career advancement potential
- Convenient location in Markham with on-site parking.
Job Types: Full-time, Permanent
Pay: $44,000.00-$48,000.00 per year
Benefits:
- Company events
- Life insurance
- On-site parking
- Vision care
Ability to commute/relocate:
- Markham, ON L3R 8G6: reliably commute or plan to relocate before starting work (required)
Education:
- Bachelor's Degree (preferred)
Experience:
- Front desk: 3 years (preferred)
- Administrative: 3 years (required)
Language:
- English (required)
- French (preferred)
- Mandarin (preferred)
Work Location: In person
