About the Role
The Administrative Assistant provides professional front desk, administrative, and coordination support within a multinational corporate environment.
This role serves as the first point of contact for visitors, employees, and external stakeholders, helping maintain a professional and welcoming office environment while supporting smooth day-to-day administrative operations. The position combines reception responsibilities with administrative support, meeting coordination, document handling, and cross-department communication.
This role is ideal for someone who is organized, proactive, service-oriented, and comfortable working in a fast-paced and multicultural environment.
Key Responsibilities
Front Desk & Reception Services
- Serve as the first point of contact for visitors, phone calls, and general inquiries in a professional manner
- Manage visitor registration, reception area maintenance, and access coordination
- Provide hospitality support including guest reception, meeting room preparation, and refreshments
- Maintain a professional and welcoming office environment at all times
Office Administration & Daily Operations
- Support day-to-day office operations including office supplies, mail/courier handling, and basic facility coordination
- Assist with travel arrangements, accommodation bookings, and transportation coordination
- Coordinate meeting room scheduling and ensure proper setup for internal and external meetings
- Support administrative logistics and office coordination activities as required
Meeting & Event Coordination
- Assist in organizing meetings, executive visits, and corporate events
- Prepare meeting materials, agendas, and logistics support
- Provide on-site support during meetings and company events
- Help ensure smooth execution of visits and events with a high level of professionalism
Document & Communication Support
- Prepare, format, and maintain administrative documents, notices, and reports
- Support internal communication and cross-department coordination
- Maintain organized filing systems and confidential records
- Assist with timely submission of administrative and operational reports
Internal Coordination & Support
- Support communication and coordination between departments and overseas operations
- Assist with follow-up of internal requests and administrative tasks
- Help facilitate smooth information flow across teams and stakeholders
6S, Culture & Continuous Improvement
- Support implementation of 6S standards within office and reception areas
- Participate in employee engagement and corporate culture initiatives
- Help maintain a clean, organized, and professional office environment
- Support continuous improvement of administrative processes
Qualifications
- Diploma or Bachelor’s degree in Business Administration, Office Administration, or related field preferred
- 2–4 years of administrative or front desk/reception experience, preferably within multinational or corporate environments
- Strong communication skills in English; Chinese language skills are considered a strong asset due to regular coordination with overseas operations and stakeholders
- Professional presentation and strong customer service mindset
- Highly organized with the ability to multitask and prioritize effectively
- Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
- Strong attention to detail and sense of responsibility
- Ability to handle confidential information with discretion
- Valid Ontario G-Class driver’s license considered an asset
Ideal Candidate
We are looking for someone who is:
- Professional, friendly, and service-oriented
- Organized, proactive, and detail-focused
- Confident in handling reception and administrative responsibilities
- Comfortable working in a multicultural and fast-paced environment
- Able to represent the organization with a positive and professional image
- A quick learner with strong communication and coordination skills
Why Join
- Opportunity to work in a multinational corporate environment
- Exposure to both front desk and corporate administrative operations
- Supportive and professional team culture
- Opportunity to develop broad administrative and coordination skills across global operations
Pay: $40,000.00-$50,000.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
Work Location: In person
