Receptionist-Administrative Assistant

A dynamic professional services firm located in the heart of Downtown Toronto is seeking a highly organized, polished, and proactive Administrative & Office Coordinator to support a small but fast-paced team of senior executives and contribute to an engaging office culture.

This is an integral role for the team, part Executive Assistant, part Office Manager, part Client Coordinator, ideal for someone who thrives in a go-to person capacity and enjoys keeping people and processes running smoothly.

Key Responsibilities

Executive Support
Provide EA support to senior leaders, manage calendars, inboxes, travel, meeting coordination, and general admin tasks
Keep leadership organized, prepared, and on top of priorities and deadlines

Client Coordination
Manage client activity in CRM, schedule meetings, track tasks and follow-ups, ensure calendars are booked 2+ weeks ahead
Prepare and send meeting confirmations, follow-ups, and recap communications
Coordinate special client experiences such as tickets, gifts, and onboarding packages
Support with new business and ongoing client administration

Office & Culture Management
Create a welcoming and positive environment for staff and clients
Manage office supplies, snacks, deliveries, and inventory
Coordinate internal events, birthdays, milestones, and team celebrations
Liaise with IT, building management, and vendors to ensure smooth office operations

Reception & Hospitality
Greet clients warmly, prepare refreshments, and oversee client-facing hospitality
Manage courier needs, shipping and receiving, and delivery logistics

Prior experience as an Administrative Assistant, Executive Assistant, or Office Manager supporting senior executives
Highly organized, detail-oriented, polished and professional demeanor
Strong communication skills and a natural ability to create a welcoming office culture
Proficient in CRM systems, project management tools, and Microsoft Excel, QuickBooks experience is a plus
Self-starter with a no task too small attitude, thrives in a support-driven, fast-paced environment
Flexible and adaptable, able to juggle varying priorities and work with multiple stakeholders

#ONDT

Contract Info / Information sur le contrat