We are seeking a highly organized, dependable, and proactive Administrative & Personal Assistant to provide day-to-day administrative support in a busy professional office. This role is ideal for someone who enjoys keeping things organized, following up on outstanding items, managing multiple priorities, and helping ensure the office and daily schedules run smoothly.

The successful candidate will be professional, personable, detail-oriented, and willing to assist with a wide variety of tasks, from answering phones and scheduling meetings to organizing receipts, coordinating appointments, and welcoming guests.

Key Responsibilities

- Answer and direct incoming phone calls in a skilled and friendly manner.
- Manage calendars and schedule business meetings, appointments, and personal appointments as required.
- Coordinate meeting logistics, including booking meeting rooms, ordering lunches, preparing coffee and refreshments, and ensuring rooms are ready for guests.
- Greet clients, visitors, and other guests and provide a professional and welcoming experience.
- Perform data entry and maintain accurate and organized records.
- Organize receipts, invoices, expenses, and other documentation.
- Maintain electronic and paper filing systems and ensure documents are properly organized and easily accessible.
- Follow up on outstanding items, requests, appointments, documents, and other action items to ensure they are completed.
- Prepare and edit basic correspondence, documents, spreadsheets, and other materials.
- Assist with booking travel, reservations, and other arrangements when required.
- Order office supplies and assist with general office organization.
- Assist with personal administrative tasks, errands, bookings, and appointments.
- Provide general administrative support and assist with other tasks as they arise.

Qualifications & Skills

- Previous experience in an administrative assistant, personal assistant, office administrator,



or similar role.
- Exceptional organizational skills and attention to detail.
- Strong ability to manage multiple tasks, prioritize effectively, and follow through without needing constant reminders.
- Proactive and able to anticipate what needs to be done.
- Professional, friendly, and comfortable interacting with clients, colleagues, and visitors.
- Strong verbal and written communication skills.
- Proficient with Microsoft Outlook, Word, and Excel.
- Comfortable learning new software and office systems.
- Strong telephone etiquette and customer service skills.
- Ability to exercise discretion and maintain confidentiality when handling business and personal information.
- Reliable, punctual, flexible, and willing to assist wherever needed.

The Ideal Candidate

The ideal candidate is someone who genuinely enjoys being organized and making things easier for others. You are a strong multitasker who notices details, remembers to follow up, takes initiative, and can move comfortably between professional administrative responsibilities and everyday tasks such as scheduling an appointment, organizing paperwork, ordering lunch, or preparing for a meeting.

This is a hands-on support role where organization, reliability, initiative, and follow-through are essential.

I deliberately made organization, initiative and follow-through prominent because those sound like the most important qualities for what you need, rather than making the position sound overly senior or corporate.

Job Types: Full-time, Permanent

Pay: $45,000.00 per year

Benefits:

- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Vision care

Flexible language requirement:

- French not required

Ability to commute/relocate:

- North York, ON: reliably commute or plan to relocate before starting work (required)

Experience:

- Administrative or Personal: 1 year (required)

Language:

- English (required)

Work Location: In person

📌 Administrative and Personal Assistant (Canada)
🏢 Kargo Realty
📍 Canada