POSITION SUMMARY & KEY RESPONSIBILITIES

The Contract Administrative Assistant is accountable for maintaining a professional work environment at the Toronto office and providing support and backup to the broader administrative team.

With regularly shifting priorities, the incumbent must be adaptable and flexible and have a strong sense of urgency. Due to the nature of the business, an attention to detail and a high level of accuracy is required in this role. As a professional services firm, a client service orientation, maturity, and a calm, composed demeanour is a must.

Administrative and Documentation Support

- Create, update, and proofread client-facing documentation and templates with a high level of accuracy, using appropriate grammar, composition, and speed—often under tight deadlines
- Prepare and format a variety of documents, including:
- Assist with data entry of candidate, client, and engagement information in our database, ensuring accuracy and compliance with data metric requirements
- Organize and manage electronic files in SharePoint folders in accordance with office policies
- Assist Project Coordinators with scheduling tasks as directed, maintaining professional communication with clients, candidates, and internal stakeholders throughout the process.
- Build and maintain positive working relationships with clients, candidates, consultants, and internal team members while providing timely and responsive administrative support.
- Support candidate and client engagement activities by ensuring a high level of professionalism, responsiveness, and service throughout the search and project lifecycle.




- Provide additional coverage and backup support during vacations and peak periods

Office Services Support

- Ensure meeting rooms are set up in advance of all meetings, including catering, AV, and other materials, and cleaned up afterward
- Greet and assist visitors attending in-person meetings
- Partner closely with consultants, Project Coordinators, and administrative team members to support client and candidate-related activities and ensure a seamless experience for all stakeholders interacting with the office.
- Respond to requests from clients, candidates, consultants, and internal teams with a strong sense of urgency, professionalism, and customer service.
- Support administrative staff and consultants with printing and binding of client-facing materials
- Receive and distribute mail and courier deliveries
- Keep office supply rooms and kitchen areas stocked and organized
- Assist with preparing and coordinating bank deposits
- Manage off-site storage logistics and support special office projects as assigned by the AOM
- In coordination with the AOM, assist with office setup, vendor management, and liaising with building maintenance and security

PROFESSIONAL EXPERIENCE/QUALIFICATIONS

- Administrative and/or office services experience,



ideally in a professional services environment
- Superb attention to detail, English writing and grammar skills
- Demonstrated customer service orientation with the ability to communicate professionally and confidently with a diverse group of stakeholders.
- Track record working with and supporting senior leaders in a fast-paced, high-pressure setting
- Excellent PowerPoint skills, high proficiency in Outlook, PowerPoint, Word, Teams, Adobe, and Zoom
- Knowledgeable with setting up and troubleshooting meeting room AV equipment and a general high level of proficiency and problem-solving skills with office IT equipment
- Meeting planning and event coordination

ATTRIBUTES

- Very high attention to detail, accuracy, and quality
- Excellent interpersonal skills, diplomacy, tact, positive can-do attitude
- Good judgment and capable of acting independently
- High level of comfort learning and using new technology
- Ability to adapt to evolving work processes and systems, including automated tools
- Client service orientation and good composure
- Comfortable dealing with senior leaders internally and externally
- Qualified in demeanor, behavior, and appearance as demonstrated through consistently polite, helpful, but concise interaction virtually and in person
- Outstanding time management and sense of urgency at appropriate times
- Systematic and methodical given the need to manage large amounts of information across multiple, simultaneous engagements
- Team-oriented and willing to pitch in as needed

CAD $75,000 - $90,000

📌 Contract Administrative Assistant (Canada)
🏢 Korn Ferry
📍 Canada