Original job description
We are looking for an Administrative Assistant to join a busy team in Ontario, where you will provide day-to-day administrative, project, and bookkeeping support. This position is well suited to someone who thrives in a varied role, stays organized under pressure, and takes pride in maintaining accurate records and smooth office operations. You will work closely with leadership and project staff to help keep schedules, documentation, reporting, and financial tasks on track in a detail-focused environment.
Responsibilities:
• Maintain project files, spreadsheets, and tracking records to support accurate documentation and reporting.
• Update information in internal project and administrative systems, ensuring records remain complete and current.
• Arrange meetings, manage calendars, and coordinate appointments to support efficient scheduling across the team.
• Provide administrative assistance to managers and project leaders by preparing documents, monitoring timelines, and following up on key tasks.
• Support the planning of company activities and business development initiatives through coordination and logistical assistance.
• Assist with routine bookkeeping duties, including receivables, invoicing support, and related financial record maintenance.
• Prepare quarterly marketing-related reports and verify that client information is accurate and up to date.
• Welcome visitors and couriers courteously while overseeing incoming and outgoing mail, deliveries, and front-office coordination.
• Help maintain office operations by arranging service requests, monitoring supply levels, and coordinating equipment or facility needs.
• Diploma or certificate in Business Administration or a related field.
• At least 3 years of experience in an administrative support role.
• Working knowledge of accounts payable, accounts receivable, invoicing, and basic bookkeeping practices is considered an asset.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Experience using Adobe Acrobat and document formatting tools to produce clear, well-formatted reports and correspondence.
• Strong attention to detail with the ability to manage confidential business and financial information responsibly.
• Effective communication, organization, and time-management skills, with the ability to balance multiple deadlines in a fast-paced setting.
• Ability to work independently while contributing positively to a collaborative team environment.
