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Quantum Management Services Ltd.

Administrative Assistant

Toronto, ON, Canada

$60,000 to $70,000 CAD / year · Full-time

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Job details

Pay: $60,000 to $70,000 CAD / year
Job type: Full-time
Apply by: Nov 1, 2026
Posting language: English
Posted: Oct 2, 2026

Original job description

Position: Administrative Assistant
Location: Downtown Toronto, ON
Salary: $60,000 - $70,000
Job Type: Full-time Permanent
Work Arrangement: Fully On-Site
Posting Type: Open Vacancy

Our client, a small, established boutique professional services firm, is seeking an experienced Administrative Assistant to become a key member of their close-knit downtown Toronto office.

This is an excellent opportunity for someone who thrives in a smaller firm environment and enjoys having real ownership over the administrative function. You will work closely with a small professional team and serve as the go-to person who keeps the office organized, priorities moving forward, and day-to-day operations running smoothly.

The successful candidate will be confident working independently, anticipating needs, managing competing priorities, and taking initiative without requiring significant oversight. This role would be particularly well suited to someone who enjoys being relied upon, takes pride in keeping things organized, and is comfortable communicating professionally with clients and external contacts.

Previous experience within a boutique law firm, consulting firm, accounting firm, or other small professional services environment would be highly valued.

Key Responsibilities:

- Provide day-to-day administrative support to a small professional team
- Serve as the primary administrative point of contact within the office
- Take ownership of administrative priorities and ensure important items are followed through to completion
- Manage calendars, appointments, meetings, and scheduling requirements
- Prepare, format, proofread, and edit correspondence, reports, and other documents
- Organize and maintain electronic and physical files and records
- Track deadlines, follow up on outstanding items, and ensure key deliverables remain on schedule
- Manage incoming calls and email correspondence with a polished and professional approach
- Liaise with clients, external professionals, authorities, and other stakeholders as required
- Assist with billing, document management, and general office administration
- Coordinate office supplies, filing, and other day-to-day operational requirements
- Anticipate administrative needs, identify priorities, and take initiative with minimal supervision

What We're Looking For:

- Previous administrative experience within a professional office environment
- Experience working within a small or boutique firm environment is strongly preferred
- Legal, consulting, accounting, financial services, or other professional services experience would be an asset
- Demonstrated ability to work independently and take ownership of responsibilities
- Strong written and verbal communication skills
- Strong computer skills and confidence learning new systems
- Highly organized with excellent attention to detail and the ability to manage competing priorities
- Strong client service skills and confidence communicating with senior professionals and external contacts
- A proactive, dependable approach and willingness to contribute wherever needed within a small team

Please send your resume in Word format to Angelica Stewart at angelica.stewart@quantum.ca.

REFER A PERM HIRE AND EARN A CASH BONUS! For details, click here.

All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.

#tor1

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More about this job

Responsibilities

Provide day-to-day administrative support to a small professional team, managing calendars, correspondence, documents, files, deadlines, and office operations. Serve as the primary administrative contact, liaise with clients and external stakeholders, and take ownership of priorities through to completion.

Requirements

Candidates should have previous administrative experience in a professional office, with small or boutique firm experience strongly preferred; experience in legal, consulting, accounting, financial services, or similar settings is an asset. They should be organized, detail-oriented, proactive, dependable, able to work independently and manage competing priorities, and confident communicating with clients and senior professionals.

Skills

Administrative Support
Calendar Management
Scheduling
Document Preparation
Proofreading
File Management
Deadline Tracking
Client Communication
Billing Support
Office Operations
Organization
Attention To Detail
Prioritization
Initiative
Computer Skills
Client Service

Visa sponsorship

Not detected in the job text

Hiring contact

Angelica Stewart

Hiring contact email

angelica.stewart@quantum.ca

Keywords

Administrative Support
Professional Services
Boutique Firm
Calendar Management
Appointments
Meeting Coordination
Scheduling
Correspondence
Reports
Document Formatting
Proofreading
Electronic Files
Physical Records
Deadline Tracking
Client Relations
External Stakeholders
Billing
Document Management
Office Administration
Office Supplies
Filing
Prioritization
Independent Work
Initiative
Client Service
Legal Services
Consulting
Accounting
Financial Services

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