Administrative Assistant - Jobs in Toronto, Ontario, M6R 2B7

Job Description

LANDinc is a global leader in urban design, landscape architecture, and environmental planning. Partnering with forward-thinking clients, we create remarkable spaces that offer innovative and lasting solutions to the challenges of an ever-changing world.We are seeking an experienced and highly organized Administrative Assistant to join our Toronto team immediately. This role is key to ensuring organizational effectiveness and efficiency within the President’s Office and across the company.Position Overview:The Administrative Assistant will support the President’s Office with a wide variety of administrative and organizational responsibilities. Tasks include managing day-to-day office operations, coordinating meetings and travel, and working collaboratively across the business. The ideal candidate will ensure smooth office operations, provide top-tier administrative support, and foster a welcoming and productive environment for the entire team.What you will be doing:Administrative Support:

• Schedule and coordinate meetings, appointments, and travel arrangements for the President.
• Manage correspondence, including emails, letters, and phone calls, ensuring timely responses.
• Prepare and edit documents, reports and presentations.
• Maintain filing systems, ensuring confidentiality and security of sensitive information.
• Provide advanced calendar management to optimize productivity, troubleshoot scheduling conflicts, and prioritize critical tasks.
• Serve as the professional and welcoming face of the office to visitors, vendors, and other stakeholders.

Office Management:

• Oversee daily office operations, supplies, and equipment maintenance.
• Ensure the office is well-organized, stocked, and functioning efficiently.
• Liaise with vendors, service providers, and building management to address operational needs.
• Implement and maintain office policies and procedures.

Team Support:

• Act as the main point of contact for internal and external stakeholders.
• Coordinate onboarding for new employees in collaboration with HR and maintain employee records.
• Plan and execute company events, meetings, and celebrations.
• Foster collaborative relationships with employees, the President, and external partners.

Financial Tasks:

• Assist in preparing budgets and tracking expenses.
• Assist with invoices processing, receipts, and reimbursements.

Project Coordination:

• Support special projects assigned by the President.
• Gather and analyze data to provide actionable insights for decision-making.
• Assist with fundraising reports.
• Assist with ad hoc requests.

What you bring along:

• University degree or college diploma, preferably in Business Administration, or Public Relations.
• Minimum of 5 years of experience in administrative assistance and office management within a professional setting.
• Strong knowledge of office procedures, including procurement, travel arrangements, and event planning.
• Exceptional time management, organizational, and multitasking skills, with minimal supervision required.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Proven ability to handle confidential information with discretion and professionalism.
• Outstanding interpersonal and communication skills, both written and verbal.
• High attention to detail and accuracy in all tasks.
• Flexibility to accommodate occasional early morning or evening meetings.
• Self-motivated, proactive, and creative problem-solving abilities.
• Ability to work independently while managing several projects simultaneously.
• Adaptability to changing business needs and priorities.
• Trustworthy, honest, and respected for professionalism in all interactions.
• Some travel maybe required.

Work Environment and Benefits:

• Collaborative and supportive team culture.
• Competitive compensation and vacation packages aligned with industry standards.
• Comprehensive group health benefits.
• Opportunities for career growth and professional development.
• Convenient full-time, on-site role accessible by public transportation.
• Free parking.

How to Apply:We thank all applicants for their interest. However, only those selected for an interview will be contacted. Candidates must be eligible to work in Canada.To apply, please send your resume showcasing your qualifications, skills, and experience.Commitment to Diversity and Inclusion: LANDinc is an equal opportunity employer. We welcome applications from candidates of all backgrounds, including but not limited to race, colour, religion, sex, sexual orientation, gender identity, cultural or national origin, marital status, and disability.Accessibility Accommodation: In compliance with the Accessibility for Ontarians with Disabilities Act (AODA), LANDinc provides accommodations throughout the recruitment process upon request. Please let us know if you require any support.Powered by JazzHR