- Company Name
- Waterfront Toronto
- Job Title
- Administrative Assistant
- Job Description
-
Job Title: Administrative Assistant
Role Summary:
Provide high‑level administrative support to senior management and departmental teams, ensuring smooth daily operations through meticulous calendar management, meeting coordination, document preparation, and confidential correspondence handling.
Expectations:
* Demonstrate exceptional organization, proactivity, and discretion.
* Manage multiple priorities in a fast‑paced, collaborative environment.
* Build effective relationships across teams and external partners.
* Anticipate needs, solve problems independently, and maintain a high standard of work.
Key Responsibilities:
* Manage complex calendars for senior leaders, resolving conflicts in Outlook.
* Coordinate scheduling, room bookings, IT/AV set‑up, catering, and materials for recurring and ad‑hoc meetings.
* Attend meetings, record accurate minutes, track action items, and ensure timely follow‑up.
* Perform comprehensive filing, scanning, shredding, and secure disposal of documents.
* Prepare, review, and submit accurate expense reports in line with policies.
* Maintain organized filing systems and compliance with records‑management retention schedules.
* Draft, edit, and format professional documents, internal communications, reports, and presentations.
* Operate office equipment and troubleshoot basic technical issues.
* Provide reception coverage, greet visitors, and answer phones.
* Support team meetings, kitchen upkeep, and other ad‑hoc tasks as needed.
Required Skills:
* Mastery of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
* Advanced calendar and meeting coordination.
* Minute taking and follow‑up tracking.
* Document drafting, editing, and formatting.
* Strong written and verbal communication.
* Excellent organizational and multitasking abilities.
* Discretion and professionalism with confidential information.
* Proactive problem‑solving and independent initiative.
* Collaboration and relationship‑building across departments.
* Basic technical troubleshooting.
Required Education & Certifications:
* Post‑secondary diploma or degree in Business Administration, Office Administration, or a related field **or** a minimum of 3 years’ experience in a similar administrative role supporting senior leadership.
* Preferred background in development, construction, government, planning & design, or related public sector experience.