Facilities Administrator and Administrative Assistant

Role Overview

This position offers an 18-month contract with the potential for permanent employment. Located within a boutique global consulting firm known for its innovative and collaborative culture, the role is based in Toronto and involves working onsite four days a week at an office within a five-minute walk from Union Station.

The firm is forward-thinking and seeks a motivated individual to oversee the smooth operation of facilities, office services, and administrative support.

Responsibilities

• Prepare meeting rooms ahead of all scheduled sessions, including catering arrangements, audiovisual setup, and post-meeting cleanup.
• Welcome and assist visitors attending meetings in person.
• Support administrative personnel with printing and binding confidential or urgent documents.
• Assist during office relocation activities.
• Manage incoming and outgoing mail and courier services efficiently.
• Maintain adequate stock and organization of office supply rooms and kitchen facilities.
• Support the preparation and coordination of bank deposits.
• Coordinate off-site storage logistics and assist with special office projects as required.
• Work closely with the Office Manager to help with office setup, vendor coordination, and communication with building maintenance and security teams.
• Create, update, and proofread high-profile documents and templates with exceptional accuracy, ensuring proper grammar and style under tight deadlines.
• Prepare and format various reports and documents effectively.
• Perform data entry tasks with a strong focus on accuracy and compliance with data standards.
• Organize and maintain electronic files within SharePoint according to organizational policies.
• Assist with scheduling meetings and task management as assigned.
• Provide backup support to other assistants during vacations or busy periods.

Qualifications and Experience

• Minimum of three years experience in administrative and facilities or office services roles, preferably within professional services.
• Exceptional attention to detail and superior written communication skills.
• Experience supporting senior executives in fast-paced environments.
• Highly proficient with Microsoft Outlook, PowerPoint, Word, Teams, Adobe applications, and Zoom.
• Competent in setting up and troubleshooting audiovisual equipment for meetings and skilled in managing basic office IT hardware.
• Experience in meeting planning and event coordination.

Compensation and Benefits

The role offers a salary between 75,000 and 83,000 CAD, complemented by benefits, three to four weeks of paid vacation, and a contract completion bonus.