Administrative Assistant

We are seeking an organized, proactive, and detail oriented Administrator to join a fast-paced, professional environment. The ideal candidate is highly motivated, adaptable, and comfortable managing multiple priorities while maintaining a high level of professionalism, confidentiality, and attention to detail.

Key Responsibilities:

Administrative & Operational Support

• Provide day-to-day administrative and operational support.
• Prepare, organize, and maintain various business documents, reports, presentations, and records.
• Coordinate document preparation, approvals, and electronic signatures.
• Maintain internal databases, track important deadlines, and ensure records are accurate and up to date.
• Assist with client communications, reporting, and general correspondence.
• Coordinate meetings, appointments, and other business-related activities.
• Support expense reporting, invoice processing, and general office administration.
• Assist with the preparation and distribution of marketing materials, presentations, and promotional documents.
• Coordinate information gathering and liaise with internal departments and external stakeholders.
• Maintain organized records and support the tracking of ongoing business activities.
• Assist with marketing initiatives, research, and special projects as required.
• Ensure materials and documentation are prepared accurately and distributed in a timely manner.
• Manage calendars, schedule meetings, and coordinate appointments and travel arrangements as required.
• Prepare meeting agendas, document minutes, and follow up on outstanding action items.
• Handle confidential information and communications with discretion.
• Help manage competing priorities and ensure deadlines are met.

Required Skills & Competencies

• Strong organizational and time-management skills with excellent attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently, take initiative, and exercise sound judgment.
• Comfortable managing multiple priorities and working under pressure.
• Professional, approachable, and proactive attitude.
• Strong problem-solving skills and adaptability.
• Proficiency in Microsoft Office Suite and experience with CRM or document management systems.

Qualifications

• College diploma or university degree preferred.
• Previous experience in an administrative, sales support, or executive support capacity.
• Experience in a professional services or corporate environment considered an asset.