Administrative Assistant

Role Title: Resource Coordinator

Line of Business: Internal Functions T&O

Ideal Start Date: ASAP

Contract Duration: 12 months

Extension Likelihood: Yes

FTE Conversion Potential: Yes

Overtime Requirements: None

Working Hours:

8:30 am to 4:30 pm EST, with 30 minutes of flex permitted (8:00 am to 4:00 pm or 9:00 am to 5:00 pm)

Office Location: Toronto ON

TEAM STRUCTURE

There is a high degree of collaboration within the team and with supported business teams and service partners, though the work is primarily independent.

KEY RESPONSIBILITIES

Administrative and Communications Support

• Develops and maintains organized filing systems so business and operational reports, forms, and documentation are accurate, complete, and readily accessible (paper and electronic)

• Supports tailored communications, including drafting, editing, and distributing correspondence, presentations, and policies and procedures

• Dispatches outgoing communications and responds to incoming inquiries, resolving issues or escalating as appropriate

• Prepares, submits, and tracks departmental expense claims and reports

Office Operations and Facilities Support

• Conducts premises inspections and completes monthly Health and Safety audits, including required reporting and follow up

• Liaises with internal business units and external vendors to support office operations and facilities activities

• Assists with coordination for incoming and outgoing staff and contractors, office moves, relocations, office planning, and furniture requirements, ensuring minimal disruption to the business

• Supports office services such as stocking, ordering, and maintaining coffee and general office supplies

• Manages inventory levels by monitoring stock, anticipating needs, placing and expediting orders, and receiving and unpacking shipments

Coordination, Analysis, and Continuous Improvement

• Collaborates with internal and external stakeholders to deliver on business objectives

• Organizes and reviews work to ensure accuracy, completeness, and adherence to established processes and control standards

• Completes complex and varied tasks within defined guidelines, exercising judgment and problem solving skills

• Analyzes issues, determines appropriate next steps, and escalates matters when required

• Identifies process improvement opportunities and contributes to implementing enhancements to operational efficiency

MUST HAVE SKILLS

• Strong English writing skills (priority)

• 2+ years of experience in an administrative support function

• Experience in a high volume, fast paced environment

• Microsoft Office (Outlook, Teams, Word, Excel)

• Strong verbal and written communication skills

• Strong organizational skills

• Collaboration and team skills

• Analytical and problem solving skills

• High level of attention to detail

• Strong interpersonal skills

• Resilience and adaptability

• Ability to take initiative and work independently

Dexian stands at the forefront of Talent + Technology solutions with a presence spanning more than 70 locations worldwide and a team exceeding 10,000 professionals. As one of the largest technology and professional staffing companies and one of the largest minority-owned staffing companies in the United States, Dexian combines over 30 years of industry expertise with cutting-edge technologies to deliver comprehensive global services and support.

Dexian connects the right talent and the right technology with the right organizations to deliver trajectory-changing results that help everyone achieve their ambitions and goals. To learn more, please visit https://dexian.com/.

Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.