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.RESPONSIBILITIESGeneral AdministrationManage contracts for temporary and contract staff through People2.0, ensuring all paperwork is completed properly and documents are signedAct as first point of contact for incoming calls to main phone line, direct appropriatelyExpense management, sending invoices for payment, sending receipts for record keeping purposesMaintain and monitor office supply inventory levels and place orders as requiredCoordinate and schedule internal and external meetings, as requiredSend internal emails to employees on behalf of the management teamAssist with employee event planning and employee recognition programsSending of internal congratulatory messages through MS Teams and EmailAdding quality control tasks for contract placementsPlan and coordinate quarterly team eventsPlan and coordinate client and candidate eventsMake arrangements for networking events,



and job fairsUpdating year to date billing spreadsheetsSending invoices to clientsFollowing up with clients on past due invoicesAssist with ad-hoc administrative projects, as requiredOperations SupportActively seek opportunities to improve processes, assist team members and drive results for the Recruitment Services and Client Services teamsAdminister 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 withRun Ad Call reports for the Client Services teamRun weekly open order reportsAdminister candidate assessments and background checks as requiredUpdate Bullhorn databaseRun ad hoc Bullhorn Reports for Management as requiredHuman ResourcesAssist Managing Director with new employee onboarding and computer set-upAdminister HR functions related to onboarding new employees, performance management vacation tracking, employee files and ongoing HR compliance requirementsMaintain Employee filesOther HR related projects as requiredExecutive AssistantManage calendarsBook meetings and schedule follow-up meetingsPrepare, review and format documents and emails for the Managing DirectorsManage the companies EOS process and filesVendor ManagementLiaise with IT contractor to resolve IT issuesAct as main point of contact for office related issues (i.E., maintenance requests)QUALIFICATIONS1 plus years' administrative experience in a professional working environment is requiredPost-secondary education related to administration, business, accounting, or HRExcellent organizational and time management skills, with the ability to manage multiple tasks simultaneouslyHighly organized and task-oriented individual who views their role with a customer service approachEffective communication and interpersonal skillsMust have a high level of confidentialityEnjoys working in a cooperative environment and competitive industryProficient in MS OfficeExperience using Microsoft 365 and Microsoft Teams is preferred#IND1

📌 Administrative Assistant (Kitchener)
🏢 Elby Professional Recruitment
📍 Kitchener