Purpose of Position This Administrative Assistant role provides essential support across administrative, operational, and HR functions. The position ensures seamless day-to-day operations by managing contracts, coordinating meetings and events, maintaining internal communications, and assisting executive leadership. The role is key to sustaining team efficiency, employee engagement, and organizational continuity. Elby is a high energy sales and recruitment environment, the team has high expectations, and there is a high level of activity and teamwork happening in the office. We offer a dynamic work environment with less structure than most and we are seeking a self-starter to be an integral part of our team, assisting the Managing Directors and AVPs in creating effective processes and procedures. We highly encourage employees to present ideas that will improve our operations along with the lives of our candidates, clients, and employees.
RESPONSIBILITIES General Administration Manage contracts for temporary and contract staff through People2.0, ensuring all paperwork is completed properly and documents are signed
Act as first point of contact for incoming calls to main phone line, direct appropriately
Expense management, sending invoices for payment, sending receipts for record keeping purposes
Maintain and monitor office supply inventory levels and place orders as required
Coordinate and schedule internal and external meetings, as required
Send internal emails to employees on behalf of the management team
Assist with employee event planning and employee recognition programs
Sending of internal congratulatory messages through MS Teams and Email
Adding quality control tasks for contract placements
Plan and coordinate quarterly team events
Plan and coordinate client and candidate events
Make arrangements for networking events, and job fairs
Updating year to date billing spreadsheets
Sending invoices to clients
Following up with clients on past due invoices




Assist with ad-hoc administrative projects, as required
Operations Support Actively seek opportunities to improve processes, assist team members and drive results for the Recruitment Services and Client Services teams
Administer candidate, contractor and client fee agreements. Work with the RST, CST, People 2.0, candidates on assignment and clients with contractors to ensure candidate questions are answered and payroll issues are dealt with
Run Ad Call reports for the Client Services team
Run weekly open order reports
Administer candidate assessments and background checks as required
Update Bullhorn database
Run ad hoc Bullhorn Reports for Management as required
Human Resources Assist Managing Director with new employee onboarding and computer set-up
Administer HR functions related to onboarding new employees, performance management vacation tracking, employee files and ongoing HR compliance requirements
Maintain Employee files
Other HR related projects as required
Executive Assistant Manage calendars
Book meetings and schedule follow-up meetings
Prepare, review and format documents and emails for the Managing Directors
Manage the companies EOS process and files
Vendor Management Liaise with IT contractor to resolve IT issues
Act as main point of contact for office related issues (i.e., maintenance requests)
QUALIFICATIONS 1 plus years’ administrative experience in a skilled working environment is required
Post-secondary education related to administration, business, accounting, or HR
Excellent organizational and time management skills, with the ability to manage multiple tasks simultaneously
Highly organized and task-oriented individual who views their role with a customer service approach
Effective communication and interpersonal skills
Must have a high level of confidentiality
Enjoys working in a collaborative environment and competitive industry
Proficient in MS Office
Experience using Microsoft 365 and Microsoft Teams is preferred
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📌 Administrative Assistant (Ontario)
🏢 Elby Professional Recruitment
📍 Ontario