We're looking for an Administrative Assistant to keep our office running smoothly. You'll handle scheduling, email management, document preparation, and communication between teams. This role is essential to our day-to-day operations—you'll work directly with managers and staff across departments to ensure nothing falls through the cracks.

Responsibilities

- Manage calendars for 2-3 managers, scheduling meetings, sending invitations, and handling conflicts

- Answer phones and direct calls to appropriate staff members

- Sort and distribute incoming mail, packages, and deliveries

- Prepare documents, reports, and presentations using Word, Excel, and PowerPoint

- Type up meeting notes and maintain organized filing systems (digital and paper)

- Process expense reports, invoices, and purchase orders according to company procedures

- Coordinate office supplies inventory and place orders when stock runs low

- Arrange travel bookings including flights, hotels, and ground transportation

- Greet visitors and clients at reception, sign them in, and notify relevant staff

- Assist with basic data entry, database updates, and record keeping

- Handle confidential information with discretion

- Support special projects and events as needed (team meetings, client visits, open houses)

Requirements

- 1-2 years of administrative or office support experience

- Proficiency with Microsoft Office Suite (Word,



Excel, Outlook, PowerPoint)

- Strong written and verbal communication skills

- Ability to manage multiple tasks and prioritize when deadlines overlap

- Attention to detail—catching typos, inconsistencies, and errors matters

- Reliable and punctual; comfortable working in a structured office environment

- Basic knowledge of business etiquette and professional phone/email practices

- High school diploma or equivalent; associate degree or some college is a plus

Nice to Have

- Experience with scheduling software or calendar management tools

- Familiarity with industry-specific databases or CRM systems

- Knowledge of basic bookkeeping or accounting procedures

- Experience coordinating events or managing multiple projects simultaneously

- Bilingual skills (Spanish or other languages relevant to your region)

Benefits

- Health insurance (medical, dental, vision) with company contribution

- Paid time off: 15 days annually (vacation, sick time, personal days)

- 401(k) retirement plan with company match after 1 year

- Professional development budget for courses or certifications

- Flexible scheduling and work-from-home options for certain tasks

- Free coffee, snacks, and a comfortable break room

- Transparent path to grow into office management or coordinator roles

📌 Administrative Assistant (Canada)
🏢 Industrial Manufacturing Services
📍 Canada