6 MO contract potential conversion or extension

5 days in office - Downtown Toronto

Office:

- Oversee visitors to the office – provide tea/coffee as necessary.
- Daily upkeep of office – dishwasher, coffee machine maintenance (descale and cleaning), Xerox machine.
- Ordering and maintaining office supplies – fruits, snacks, teas and coffee beans, stationery and office supplies.
- Liaising with office vendors (Altech, Iron Mountain, Cancore, White Rose, Xerox, Staples).
- Organizing office lunches and office events.
- Sort mail (receiving and sending). Arranging couriers (United Messenger, Purolator, FedEx). Pickup stamps from Canada Post.
- Deposit cheques/make business payments at the bank.
- Pickup miscellaneous items from stores when necessary.
- Boardroom bookings and calendar management.
- Answering/addressing incoming office calls.
- Manage office security system (oversee key fob assignments, door holiday scheduling, adjusting times to office change hours).
- Address invoices (Bell, Enbridge, Toronto Hydro, Hydro One).
- Assisting team members with general office inquiries, I.T support.

Executive:

- Booking Meetings – reaching out to multiple people (external/internal) and finding a time that works for everyone. Takes some time depending on the size of the meeting. Booking meetings for yourself, Bryan, Stratton, Brodie, Alison, Paul, Adam & Tyler.
- Expense management (reconciling credit cards statements)
- Document management & support – editing, typing, presentations
- Maintain confidential and sensitive information
- Office event planning (Christmas Parties, Social Events, Birthdays/Baby Showers/Departures, etc.)
- Restaurant reservations for team lunches or meetings
- Traveling for Work - Plan and book travel (hotels, flights)




- Make daily tea
Office lunch for Eve. Sometimes for executives in the office.
- Catering for office lunch meetings
- Printing
- Archiving inbox and deleting emails that are junk/not important
- Daily/Weekly updates
- Sending email blasts (500 people or more)
- Tracking vacations and sending out reminders about holidays/early office closure, etc.
- Organizing files and papers on desk and creating folders and storing documents on the cloud.
- Pay office invoices

Personal:

- Extensive calendar management, including scheduling meetings, appointments, and travel – Making last minute changes and rearrange day to accommodate last minute meetings or emergencies.
- Research, plan and book travel (hotels, commercial + charter flights, restaurant reservations, activities)
- Property management for Eve’s various properties – liaising with service providers, caretakers, housekeepers, tenants in rental properties, ensuring utilities are paid, turning on and off services in summer and winter, etc.
- Online shopping + product research
- Book theatre, ballet, concerts, etc.
- Assist with Eve’s family – Booking family lunches/dinners, helping with travel booking, miscellaneous tasks
- Expense management (reconciling credit cards statements) – For personal use
- Hudson – Ordering food/reaching out to Fit Dogs for boarding
- Get Gas/Car washes/service car/tire changes
- Run errands – Groceries, pick up medications, last minute items (go to store instead of ordering)
- Ordering lunch/dinner to home
- Available after hours and on weekends to help with anything needed (usually personal tasks)
- Pay personal invoices
- Fill out intake forms for appointments
- Renewal of passport/nexus/driver’s license/etc.

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📌 Front Desk Receptionist (Toronto)
🏢 Insight Global
📍 Toronto