41 results for Administrative Assistant

Administrative Assistant Our Vancouver client, a growing mortgage company in lower mainland, is looking for an Administrative Assistant to join their close knit team. This is a dual role comprising of Administrative Assistant to the mortgage team and executive assistant to the owner. This role provides great opportunity and exposure for someone looking to pursue a career as an EA or admin within professional services. As the Administrative Assistant & Junior Executive Assistant you will be responsible for: <ul><li>Provide executive assistant support to the executive</li><li>Provide administrative support and work alongside a collaborative team.</li><li>Effectively handle phone and email correspondence</li><li>Setting up new file appraisals</li><li>Initialize the funding</li><li>Process discharges on paid out loans</li><li>Ad hoc office administration duties as require</li></ul>

Administrative Assistant A great opportunity to work with a great team! We are sourcing for a professional Project Administrative Assistant! This position reports into the Project Manager while assisting other members of the team. If you enjoy being busy and learning new skills, this is a great opportunity for you! Responsibilities:<ul><li>Create, distribute, and maintain reports, forms, documents, specifications, standards, and other files.</li><li>Support project teams to ensure smooth project operations, facilitating any administrative project tasks (e.g., meeting minutes, action logs).</li><li>Provide high-quality, efficient project documentation, follow-up reminders, and updates from project meeting action items.</li><li>Format and edit technical documents</li><li>Facilitate project close-outs with the project team.</li><li>Provide a professional and welcoming atmosphere to guests and co-workers at the office front desk, with flexibility to assist project teams as needed.</li><li>Respond to internal and external inquiries and requests with tact and diplomacy.</li><li>Oversee boardroom bookings, coordinate calendars, manage requests, and schedule meetings.</li><li>Handle travel bookings and arrangements.</li><li>Perform all other project administration and reception duties as required.</li></ul>

Sr. Administrative Assistant We are seeking a dedicated Sr. Administrative Assistant to support a small team for a company based in Mississauga, Ontario. The primary focus of this role involves supporting our team with a variety of administrative duties, ensuring efficient workplace operations. Responsibilities:<ul><li>Handle incoming and outgoing calls and email correspondence, providing excellent customer service.</li><li>Execute data entry tasks and maintain accurate records.</li><li>Manage the scheduling of appointments and boardrooms, preparing them for meetings as necessary.</li><li>Oversee the procurement of office supplies and maintain inventory control.</li><li>Facilitate the organization and storage of documents through an efficient filing system.</li><li>Support the team with administrative functions such as completing expense reports and courier handling.</li><li>Coordinate company events, overseeing every aspect from planning to execution.</li><li>Develop and prepare presentations for both internal and external audiences.</li><li>Welcome visitors professionally, promoting a positive company image.</li><li>Proofread a variety of documents, ensuring accuracy and adherence to company standards</li></ul>

Administrative Assistant We are seeking an Administrative Assistant to join a team in the St. Vital area of Winnipeg. As an Administrative Assistant, your primary responsibility will be to manage the intake of personal tax documents, navigate and retrieve data from CRA Represent a Client service, and import this data into TaxPrep software. You will also be responsible for the digitization of physical documents and maintaining digital files and directories. This contract opportunity to assist a accounting office during the tax season; this contract is expected to finish by mid/ end of May 2025. Responsibilities:• Manage the internal intake of personal tax documents• Navigate and retrieve data from CRA Represent a Client service• Import the retrieved CRA data into TaxPrep software• Digitize physical documents for better management• Manage and maintain digital files, ensuring proper organization• Create file directories using CaseWare software• Handle inbound and outbound calls, providing excellent customer service• Perform data entry tasks and schedule appointments as needed• Efficiently use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for various tasks• Carry out other responsibilities/duties as required by the team.

Administrative Assistant We are offering contract employment opportunity in the Utilities/Infrastructure industry. The position is for an Administrative Assistant who will be a crucial part of our team, handling a variety of tasks across the organization. The ideal candidate will be proactive, quick to learn, and adept at managing various administrative tasks to ensure smooth day-to-day operations. Key Responsibilities:<ul><li>Travel Bookings: Coordinate and manage travel arrangements for team members, ensuring timely bookings and adherence to company travel policies.</li><li>Expense Reports: Assist in the preparation and submission of expense reports, ensuring all receipts and documentation are properly recorded and compliant.</li><li>Calendar Management: Maintain and update calendars for team members, schedule meetings, and send reminders for upcoming events.</li><li>Basic Administrative Functions: Provide general administrative support, including document organization, filing, and correspondence management.</li><li>Invoicing Support: Assist with invoicing functions, ensuring accuracy and timely submission of invoices when necessary.</li></ul>

Administrative Assistant We are offering a long term contract employment opportunity for an Administrative Assistant in Toronto, Ontario. The chosen candidate will become a valuable part of our team, assisting in a significant records management project. This role involves reviewing documents in alignment with the company's retention policy, scanning and organizing necessary records, and properly disposing of non-essential documents. Responsibilities:• Collaborate with the Records Manager to identify and prioritize records for scanning and storage.• Handle scanning tasks diligently, ensuring all documents are accurately digitized.• Utilize Microsoft Word and Excel for various administrative tasks.• Maintain electronic files, ensuring they are correctly named and saved for easy retrieval.• Provide excellent customer service, resolving any inquiries in a timely and detail oriented manner.• Conduct data entry tasks, ensuring all customer information is accurate and up-to-date.• Manage email correspondence, responding promptly and in a detail oriented manner to all incoming messages.• Monitor customer accounts, taking the necessary actions when required.

Legal Administrative Assistant We are currently seeking an experienced Legal Administrative Assistant for a large international law firm based in Vancouver downtown, supporting their litigation group specifically in wills & estates. The Legal Assistant plays a crucial role in ensuring our day-to-day operations run smoothly by offering clerical and administrative support to the lawyers. Responsibilities:<ul><li>Manage administrative duties including calendar and email management, scheduling meetings, attending to conflict searches, file management, billing and corresponding to clients and opposing counsels</li><li>Maintain BF system</li><li>Organize both physical and electronic files</li><li>Work closely with billing team to ensure accuracy</li><li>Provide coverage for other LAAs during their absence</li></ul>

Legal Administrative Assistant Our client, a family law firm, is seeking an experienced intermediate to senior-level Legal Administrative Assistant to join their dynamic practice in downtown Vancouver. The successful candidate will support one senior lawyer and one junior lawyer. Main responsibilities:<ul><li>Calendar management & travel arrangements</li><li>Conducting intake for all files</li><li>Preparing correspondence and managing extensive email communications</li><li>BF management</li><li>Trial preparation</li><li>Communicating with clients and counsel for mediations and arbitrations and organizing file materials</li><li>Drafting or assisting to draft settlement documents</li><li>General administrative duties</li></ul>

Sr. Executive Assistant Our client in Calgary is seeking a Sr. Executive Assistant to join their team on a contract basis. The Senior Executive Assistant will provide comprehensive support to executives and other senior leaders, ensuring smooth daily operations and the effective management of their time. This role requires exceptional organizational, communication, and problem-solving skills, as well as the ability to anticipate needs and manage multiple priorities in a fast-paced environment. Key Responsibilities:<ul><li>Provide executive-level administrative support to senior leadership, including calendar management, travel coordination, and meeting preparation.</li><li>Act as a liaison between executives and internal/external stakeholders, demonstrating excellent communication skills.</li><li>Prepare and edit correspondence, presentations, reports, and other documents as needed.</li><li>Manage sensitive and confidential information with discretion.</li><li>Plan and organize company events, board meetings, and other high-level gatherings.</li><li>Assist in project management, tracking progress, deadlines, and deliverables.</li><li>Prioritize and respond to executive requests efficiently, anticipating needs before they arise.</li><li>Handle ad hoc administrative tasks and provide backup support for other team members as needed.</li></ul>

Administrative Assistant Our Edmonton-based client is seeking an organized Administrative Assistant to provide key support on a contract basis. This role involves administrative tasks, customer service, and assisting clients with program-related services. Key Responsibilities:<ul><li>Greet visitors, answer phones, and provide information about programs/services.</li><li>Perform data entry using Excel and internal databases; maintain digital and paper files.</li><li>Handle general admin tasks such as compiling reports, taking minutes, ordering supplies, and managing mail/courier distribution.</li><li>Update resource area with brochures and job board information.</li><li>Assist clients with completing forms, resumes, and cover letters.</li><li>Ad-hoc duties as requested.</li></ul>

111.1 Job Description – Receptionist & Office Assistant We are offering an exciting opportunity for a Receptionist & Office Administrator to join our financial Services client in the heart of Toronto. The role involves a variety of responsibilities, including front desk management, coordinating meetings, handling financial and administrative tasks,, communication management, and operational duties.The Receptionist & Office Administrator role is a 4 day a week position, Monday - Thursday. • Warmly greet visitors, clients, and employees, maintaining a professional demeanor at all times.• Provide administrative support by handling mail distribution, courier services, and incoming packages.• Assist with scheduling meetings, meeting room calendar managing, as well as preparing and organizing materials and equipment for meetings and events.• Monitor and restock office and kitchen as well as assisting with event logistics, including food orders, for internal and external meetings• Support desk moves, office renovations, and new hire workspace setups• Process expense reports while tracking and reconciling receipts• Process invoices, prepare cheque runs, and maintain vendor communication• Foster clear communication between visitors, clients, and internal teams, addressing queries with accurate information, or escalating them to relevant personnel when necessary.• Monitor and manage office supplies, ensuring adequate inventory at all times.• Collaborate with facilities or building management for maintenance and operational needs.

Administrative Assistant We're on the lookout for a highly reliable and meticulous Shop Administrator/Administrative Assistant to support the operations of a bustling fabrication HVAC company. Acting as a central figure, you'll be instrumental in enhancing operational efficiency and powering the team's overall productivity. Responsibilities:<ol><li>Order Administration: Regularly input and update job orders into the system. Ensure details such as job tasks are accurately registered and updated daily, with weekly updates for payroll preparation.</li><li>Cloud Job Order Setup: Establish each new job order within our cloud-based system, ensuring all essential information, like Purchase Orders (PO), are added facilitating complete and accurate invoicing.</li><li>Documentation: Responsible for recording customer interactions, scanning pertinent documents (i.e., acknowledging receipt of goods), and maintaining digital files in the cloud for easy accessibility.</li><li>Billing Preparation: Ensure all necessary documentation is ready for the execution of billing by our dedicated department.</li><li>Quality Assurance/Quality Control (QA/QC) Documentation: Rigorously maintain QA/QC documentation to uphold operational excellence and standards.</li><li>Timesheets: Complete weekly timesheet entries to ensure accurate records and timely staff remuneration.</li><li>Purchase Order Processing: Receive POs from clients, create corresponding job file in the cloud, and execute order management from initiation to completion.</li></ol>

Administrative Assistant Are you looking for an engaging entry-level role with a reputable and well-established organization? If you thrive in a fast-paced environment, have exceptional communication skills, and enjoy juggling multiple tasks with precision, we want to hear from you! Your Key Responsibilities:<ul><li>Seamless Call Management: Handle incoming calls with professionalism, directing them to the appropriate team members to ensure efficient communication.</li><li>Efficient Courier Coordination: Manage incoming courier deliveries and organize outgoing domestic and international shipments.</li><li>Invoice Processing Excellence: Assemble complete invoice packages, including packing lists, invoices, waybills, and proof of delivery, and maintain well-organized customer files.</li><li>Daily Financial Reconciliation: Reconcile sales invoices and payments for smaller sales departments, providing critical support to accounts receivable operations.</li><li>Flexible Team Support: Step in to support other administrative staff during vacations or absences, showcasing your adaptability and team spirit.</li></ul>

Executive Assistant Are you a proactive, detail-oriented professional with a passion for supporting leadership in a dynamic legal environment? We’re seeking a highly competent Executive Assistant to support the owner of a well-respected legal firm. Key Responsibilities:<ul><li>Provide comprehensive administrative support to the owner, including scheduling, correspondence, and meeting coordination.</li><li>Manage project-based tasks with precision, ensuring timely completion and attention to detail.</li><li>Act as a liaison between the owner and internal/external stakeholders, maintaining professionalism and confidentiality.</li><li>Oversee daily operations to ensure the smooth functioning of the office.</li><li>Handle special projects and initiatives as assigned.</li></ul>

Office Administrator Robert Half is working with a well-established engineering and construction role to help them find a skilled Administrative Assistant for their team. In this role, you would be responsible for the day-to-day administration/operation of the front desk duties, including greeting guests, answering incoming phone calls, and maintaining a clean, organized office space. Other duties will include: <ul><li>Be the “face” of the company for any clients/customers. </li><li>Provide support to all areas of the business (engineers, production, accounting, etc.)</li><li>Maintain files and records</li><li>Data entry for Accounts Payable</li><li>Assist with Accounts Receivable (i.e. contact clients regarding payment of invoices)</li><li>Prepare documents and reporting as requested</li></ul> This is a full-time, permanent role that offers a competitive salary, full benefits, and a RRSP matching program. The role is 100% in office with set work hours Monday to Friday. Apply today!

Sr. Executive Assistant Our Calgary-based client is seeking a highly skilled Sr. Executive Assistant to support the President on a contract basis. This role requires exceptional attention to detail, confidentiality, and the ability to thrive in a fast-paced, deadline-driven environment. Key Responsibilities:<ul><li>Provide high-level administrative support, including preparing confidential documents, scheduling meetings, and managing expense reports.</li><li>Coordinate travel arrangements and manage multiple calendars.</li><li>Plan meetings, events, and offsite activities, including logistics and budgeting.</li><li>Track and verify Procurement Card Expenses using SAP/Concur.</li><li>Assist with cross-departmental projects and other ad-hoc duties.</li></ul>

Executive Assistant This role focuses on providing dedicated support to the Managing Director in all tasks associated with the success of a dynamic and evolving wealth management/family office. The Executive Assistant will play a pivotal role in ensuring the seamless execution of day-to-day responsibilities while also contributing to broader initiatives, such as managing real estate properties, supporting key team members, and facilitating charitable activities.This is a hands-on position offering the opportunity to work closely with a high-energy Managing Director. For an ambitious candidate, there is ample potential to take on challenging projects, expand responsibilities, and grow within the organization.Key Responsibilities:<ol><li>Team Support: Manage day-to-day tasks and schedules for select team members.</li><li>Foundation Support: Assist with charitable activities, including donation management and stakeholder engagement.</li><li>Real Estate Assistance: Support the management of real estate assets, including tenant communications, lease coordination, and property management.</li><li>Analysis and Recommendations: Perform data analysis and present findings to the Managing Director and team.</li><li>Document Management: Draft, edit, format, and organize internal documents and maintain the office database.</li><li>Travel and Event Coordination: Occasionally arrange travel for the Managing Director and key stakeholders; support planning and coordination of off-site events.</li><li>Administrative Excellence: Provide administrative support, including calendar management, meeting preparation, and note-taking.</li><li>Technical Proficiency: Utilize tools such as Google Suite, Dropbox, and Microsoft Office Suite to manage tasks efficiently.</li></ol>

Legal Administrative Assistant Are you an experienced Legal Administrative Assistant with a passion for commercial litigation? Our client, a national law firm in Vancouver, is seeking a dedicated and detail-oriented LAA to join their high-performing team. This role offers the opportunity to work alongside a dynamic group of legal professionals in a supportive and professional environment. Key Responsibilities<ul><li>File and serve court documents across various court levels.</li><li>Draft and proofread court documents and correspondence.</li><li>Manage filing deadlines and coordinate hearing dates.</li><li>Maintain and organize client files, tracking limitation periods.</li><li>Handle administrative tasks such as scheduling, meeting coordination, and travel arrangements.</li><li>Assist with billing, invoicing, and expense reporting.</li><li>Keep client and contact information up to date.</li><li>Communicate with internal teams, lawyers, and staff firm-wide.</li></ul>

Property Administrator Robert Half is seeking a highly skilled Property Administrator to join a team in the Polo Park area of Winnipeg, Manitoba. The selected candidate will partake in an array of administrative tasks, including managing office operations, assisting property managers, and coordinating with various vendors. The role also involves handling phone calls, emails, and correspondence, as well as scheduling appointments and meetings. Responsibilities: -Oversee and streamline office operations and procedures to ensure efficiency.-Manage incoming phone calls, emails, and correspondence professionally.-Maintain organized filing systems and ensure the accuracy of all documents.-Provide administrative support to property managers.-Schedule and coordinate appointments, meetings, and events.-Prepare detailed reports and engaging presentations as required.-Liaise with vendors and service providers to maintain smooth operations.-Monitor office supplies, restocking as needed, and ensure equipment functionality.-Welcome and assist visitors in a courteous and professional manner.-Attend board meetings as needed and take detailed minutes.

Front Desk Coordinator We are in search of a Front Desk Coordinator to join our team based in Toronto, Ontario. This role is pivotal in providing administrative assistance within our organization. The Front Desk Coordinator will be primarily tasked with handling customer service duties, data entry tasks, and organizing files. This is a long-term contract employment opportunity that offers a chance to work in a dynamic and fast-paced environment. Apply now!! This position is exclusively through Robert Half. Responsibilities of Front Desk Coordinator: <ul><li>Greets visitors and callers, in a professional, friendly and polite manner.</li><li>Prepares correspondence, communications, presentations and other documents as required.</li><li>Coordinates with building management for building access or maintenance purposes.</li><li>Completes administrative tasks for members of the senior leadership team, as needed.</li><li>Files and retrieves corporate documents, records, and reports.</li><li>Lead for Event Committee at head office, coordinate Annual corporate events.</li><li>Maintains supply levels and reordering for office supplies, kitchen supplies, and business cards.</li><li>Manages corporate accounts for purchasing supplies, sending mail and shipping packages.</li><li>Coordinates events, travel, board and committee meetings and special functions, including organizing for catering needs.</li><li>Sets up and cleans up board/meeting rooms, including catering and materials as required.</li><li>Acts as ‘host’ for video meetings, sending out links and entering/exiting guests online.</li><li>Minute taking at meetings, process approved minutes.</li><li>Manage corporate credit card and submit expense reports to Finance Department.</li><li>Schedule and coordinate meetings, appointments, and events, including organizing meeting rooms and catering arrangements.</li><li>Maintain and update office records, files, and contact lists, ensuring confidentiality of sensitive information.</li><li>Assist with the preparation of reports, presentations, and other documentation as required.</li><li>Assist in onboarding new employees by preparing materials and setting up workstations.</li><li>Collaborate with other team members to ensure the smooth functioning of office operations.</li><li>Provide back up support to Executive Assistant as appropriate</li><li>Assist with board meeting set up and preparation</li></ul>

Administrative Coordinator Key Responsibilities:<ul><li>Manage intake systems by addressing inquiries, escalating issues, and working with external partners.</li><li>Write, proofread, and edit investigation reports, correspondence, agreements, and follow-up communications.</li><li>Maintain the Investigations database by tracking ticket numbers, organizing records, and filing reports.</li><li>Ensure compliance with record retention and destruction policies for confidential files.</li><li>Create and update process documentation, ensuring proper adherence to records retention procedures.</li><li>Coordinate and support Privacy and Investigations training sessions, both virtual and in-person.</li><li>Offer project support and coordination using tools like ConsignO, Jira, VTRA, SharePoint, Teams, and Microsoft Suite.</li><li>Handle P-Card purchases, including office supplies, membership renewals, conference expenses, P-Card reconciliation, and preparing expense reports.</li><li>Review and process monthly invoices, verify payment codes, and track cheques/requisitions for Finance.</li><li>Assist with document preparation for review and signature, filing, copying, and taking meeting minutes.</li><li>Conduct research and assist with the development of reports, correspondence, and policies.</li></ul>

Executive Assistant Calling all experienced Executive Assistants my Downtown client within the not for profit space is seeking an experienced Executive Assistant to join their team. This role will support a busy CEO, some of the responsibilities will include working with the Board of Directors, heavy calendar management, communications, travel arrangements, partner with members of the executive team. The ideal candidate will be someone who is highly technical, has extensive board experience, can manipulate multiple internal and external software systems, generate reports and interpret the data in digestible and attractive format. The ideal candidate will have experience with project work and/or working on tight deadlines in a fast paced environment. This is an exciting role as the organization continues to grow and the successful candidate will be a key member of a fun and high performing team. This organization supports employees with professional development and long term growth opportunities.

Executive & Personal Assistant My Downtown client within the Real Estate industry is looking for an ambitious, highly organized and professional Executive Assistant to join their team. This is a fully in office role. The role will support the CEO and provide support to the senior executive team on occasion. Some of the key responsibilities will include, - heavy calendar management, travel arrangements, meeting coordination, presentations, reviewing, editing, formatting documents along with some personal assistance. This is a really exciting organization join a reputable, fun and growing organization. This successful candidate will be someone who thrives in an environment with highly motivated and driven professionals, who enjoys coming to a beautiful office space and collaborating with team members.

Administrative Coordinator Our Edmonton-based non-profit client is seeking an organized and detail-oriented Administrative Coordinator for a contract role. This position involves administrative support, filing, and organization tasks in a newly relocated office space. The ideal candidate will thrive in a dynamic environment and have a keen eye for detail. Key Responsibilities:<ul><li>Organize and maintain physical and digital filing systems.</li><li>Create physical folders using Avery products, ensuring proper labeling and organization.</li><li>Assist with office organization following the recent move.</li><li>Perform general administrative tasks, including data entry and document preparation.</li><li>Support team with document formatting and basic Word document tasks.</li><li>Ad-hoc duties as requested.</li></ul>

Office Administrator Robert Half is seeking an Office Administrator within the Insurance industry, based near the Downtown area of Winnipeg, Manitoba. The position involves handling client coordination and communication, document management, and record-keeping tasks. The ideal individual would thrive in a busy environment who is adaptable and eager to learn! Responsibilities:-Serve as the primary liaison between clients and the Financial Planner, delivering exceptional service and maintaining clear communication.-Create a professional and welcoming atmosphere for clients visiting the office, ensuring their experience is positive.-Organize and manage client files in compliance with industry and regulatory standards.-Handle confidential financial documents with utmost discretion, adhering strictly to privacy and security protocols.-Supervise daily office operations, including scheduling appointments, managing calendars, and handling phone and email correspondence.-Maintain a structured filing system to ensure seamless access and retrieval of documents.-Input and regularly update client data in CRM systems and other relevant databases.-Stay informed on evolving industry regulations and best practices to support compliance and operational excellence.