<p>We are seeking a highly organized, proactive, and adaptable Executive Business Coordinator who thrives in a dynamic and rewarding environment. This role supports senior leadership through a broad range of responsibilities, including managing complex calendars, coordinating travel, handling expenses and budgeting, and providing project support.</p><p>Your Tasks</p><ul><li><strong>Professional Representation:</strong> Act as the face of the Executive’s office, responding to internal and external inquiries with professionalism, efficiency, and discretion.</li><li><strong>Judgment & Initiative:</strong> Demonstrate sound judgment, flexibility, and initiative when adapting to shifting priorities.</li><li><strong>Confidentiality:</strong> Handle sensitive information with the highest level of discretion and integrity.</li><li><strong>Calendar Management:</strong> Manage complex schedules across multiple time zones, ensuring seamless coordination of meetings and events.</li><li><strong>Communication:</strong> Serve as the primary contact for internal and external communications. Draft correspondence, prepare reports, and support executive messaging with accuracy and attention to detail.</li><li><strong>Collaboration:</strong> Work effectively across all levels of management, staff, and external partners to ensure tasks and priorities are met on time.</li><li><strong>Project Support:</strong> Assist with special projects and initiatives through research, data analysis, and coordination with cross-functional teams.</li><li><strong>Travel Management:</strong> Arrange and manage all aspects of domestic and international travel, including detailed itineraries and expense reconciliation.</li><li><strong>Event Coordination:</strong> Support planning and execution of team events, off-site meetings, and executive gatherings.</li><li><strong>Administrative Excellence:</strong> Prepare agendas, presentations, and reports. Anticipate executive needs through research, pre-meeting preparation, and thorough follow-up.</li></ul><p><br></p>
<p><br></p><p>Are you a highly organized and proactive professional with a passion for supporting executive leadership? Robert Half is seeking a dynamic Executive Assistant to provide top-tier administrative support to senior management with one of our well respected clients. In this vital role, you will act as the backbone of a fast-paced environment, managing complex schedules, coordinating high-level meetings, and handling sensitive information with discretion and professionalism. If you're driven by excellence and thrive in a collaborative setting, this is your opportunity to shine and make a meaningful impact. Join us and be a key contributor to the success of our executive team!</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage and coordinate a busy calendar, including scheduling meetings, appointments, and travel</li><li>Prepare and submit accurate expense reports in a timely manner</li><li>Create and edit high-quality PowerPoint presentations and internal documents</li><li>Organize meeting logistics, agendas, and follow-ups</li><li>Screen and prioritize emails, calls, and requests</li><li>Support special projects and provide ad-hoc administrative assistance as required</li></ul><p><strong>What We’re Looking For:</strong></p><ul><li>10+ years of experience as an Executive Assistant or similar administrative role</li><li>Prior experience in Real Estate or Legal industry is preferred</li><li>Strong proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word)</li><li>Excellent organizational skills with high attention to detail</li><li>Ability to manage multiple priorities in a fast-paced environment</li><li>Post secondary education in Business Administration or a related field</li></ul>
<p><strong>Job Title:</strong> Legal & HR Operations Specialist</p><p><strong>Position Overview</strong></p><p> We are seeking a highly organized and detail-oriented professional to provide operational support across both Legal and Human Resources functions. This unique hybrid role bridges corporate governance, legal administration, and HR operations, requiring someone who thrives in a fast-paced, evolving business environment. The ideal candidate is proactive, adaptable, and able to manage sensitive information with the utmost discretion.</p><p><strong>Key Responsibilities</strong></p><p><em>Legal Operations & Governance</em></p><ul><li>Partner with senior leadership on legal and governance matters, ensuring compliance and efficient workflows.</li><li>Maintain corporate records and documentation in line with internal and regulatory standards.</li><li>Oversee the contract lifecycle, including drafting, reviewing, tracking approvals, renewals, and e-signature processes.</li><li>Support preparation and coordination of board and committee meetings, including agendas, minutes, resolutions, and portal administration.</li><li>Assist with regulatory filings, legal research, and due diligence efforts related to business initiatives.</li><li>Track legal matters, invoices, and deadlines to ensure efficient operations.</li><li>Provide general legal administrative support, including document editing and proofreading.</li></ul><p><em>Human Resources Operations</em></p><ul><li>Administer HR systems and processes, supporting the full employee lifecycle from onboarding to offboarding.</li><li>Prepare and maintain HR documentation, including agreements, amendments, and compliance-related materials.</li><li>Support administration of employee equity programs and consultant agreements.</li><li>Coordinate policy acknowledgments, training compliance, and performance review cycles.</li><li>Maintain organized HR records and assist with HR surveys and process improvements.</li></ul><p><br></p>
We are looking for a highly organized and detail-oriented Executive Business Coordinator to provide essential support to our Managing Director and oversee the smooth operation of daily business functions. This role combines elements of executive assistance, financial administration, office management, and technology optimization. The ideal candidate will have strong communication skills, a proactive approach to problem-solving, and a keen interest in leveraging technology to enhance efficiency.<br><br>Responsibilities:<br>• Provide comprehensive administrative support to the Managing Director, including managing schedules, organizing meetings, and preparing reports.<br>• Assist with client communications, follow-ups, and after-sales care to maintain strong relationships.<br>• Oversee financial tasks such as invoicing, accounts receivable/payable, and reconciling financial records.<br>• Coordinate with external bookkeepers to prepare financial summaries and ensure accurate billing and collections.<br>• Manage the day-to-day operations of the office, including supply inventory, vendor services, and equipment maintenance.<br>• Maintain secure and organized digital and physical records, ensuring compliance with organizational standards.<br>• Build and nurture relationships with clients and suppliers, addressing inquiries and coordinating onboarding processes.<br>• Identify and implement automation tools to streamline invoicing, document management, and communication workflows.<br>• Stay informed about emerging technologies and recommend solutions to improve business processes.<br>• Ensure all compliance requirements, such as inspections and certifications, are met in a timely manner.
<p>Robert Half is working with a client in their search for an experienced and detail-oriented <strong>Accountant/Controller</strong> to lead the financial and accounting operations of their organization. This is an exciting opportunity for a seasoned finance professional with a strong understanding of full-cycle accounting and pension administration to contribute to a mission-driven organization. The Controller will report directly to the Executive Director, President, and Board of Directors while playing a pivotal role in strategic financial decision-making.</p><p><strong> </strong></p><p><strong>Key Responsibilities:</strong></p><p><strong>General Accounting & Financial Management:</strong></p><ul><li>Perform full-cycle accounting, including accounts payable (A/P), accounts receivable (A/R), and account reconciliations.</li><li>Prepare accurate and timely monthly financial statements and reports.</li><li>Provide actionable financial analysis and strategic recommendations to executive leadership and the Board.</li><li>Develop and manage annual operating and program budgets.</li><li>Serve as a primary liaison with external auditors during annual audits.</li><li>Ensure compliance with Canadian accounting standards, tax laws, and industry regulations.</li><li>Oversee payroll processing, year-end adjustments, and ensure smooth operation of payroll systems.</li><li>Maintain and monitor cash balances and investments, ensuring alignment with organizational policies and risk management strategies.</li><li>Review and reconcile monthly health plan provider statements, investigating discrepancies as needed.</li></ul><p><strong>Pension Administration</strong></p><ul><li><strong>Financial and Regulatory Management:</strong> Prepare annual financial statements and schedules, coordinate with auditors, submit documentation to FSRA, and ensure pension plan compliance through record maintenance and investment analysis (Source: Managed Solutions Overview.pdf).</li><li><strong>Participant and Plan Management:</strong> Maintain records for all categories of plan participants, manage enrollment/opt-out requests, process retirement documentation, and oversee monthly pension contributions and payment reconciliation with RBC Investor Services and Trust (Source: Managed Solutions Overview.pdf).</li><li><strong>Actuarial and Reporting Support:</strong> Compile data for actuarial consultants, generate member statements, produce ad hoc pension-related reports, and issue T4s for participants in the Unregistered Pension Plan (Source: Managed Solutions Overview.pdf).</li></ul><p><br></p>
We are looking for a detail-oriented and experienced Payroll Coordinator to join our team on a part-time basis in Oshawa, Ontario. This role involves managing various aspects of payroll processing, financial reconciliation, and HR administrative support. If you thrive in a dynamic environment and have a strong background in payroll systems, we encourage you to apply.<br><br>Responsibilities:<br>• Process full-cycle payroll for various employee groups, including unionized, non-union, management, and executive, using Ceridian Dayforce.<br>• Prepare and distribute annual T4s, T4As, and complete monthly, quarterly, and annual reconciliations.<br>• Monitor and report on key payroll metrics such as turnover, absenteeism, and overtime, providing insights to department leaders.<br>• Reconcile payroll-related balance sheet accounts and ensure accurate financial records on a monthly or quarterly basis.<br>• Post bi-weekly payroll to the general ledger and prepare associated journal entries with accuracy and timeliness.<br>• Investigate payroll variances and contribute to budgeting and forecasting efforts.<br>• Assist with external audits and ensure compliance with reporting requirements to regulatory agencies.<br>• Support HR processes such as job postings, interview scheduling, and candidate communications.<br>• Facilitate onboarding and offboarding processes, ensuring smooth transitions for employees.<br>• Maintain and update employee records and HR databases, ensuring compliance and confidentiality.
We are looking for a highly organized and detail-oriented Office Assistant to join our team on a contract basis in Toronto, Ontario. In this role, you will support day-to-day administrative operations, ensuring smooth coordination of events, logistics, and office functions. If you thrive in a fast-paced environment and enjoy multitasking, this opportunity is perfect for you.<br><br>Responsibilities:<br>• Coordinate deliveries, shipping, and logistics to support photoshoots and events.<br>• Assist with managing guest lists and other event-related administrative tasks.<br>• Provide support with shipments and invoicing, ensuring accuracy and timeliness.<br>• Prepare reports and PowerPoint presentations to assist the Sales team.<br>• Offer administrative support to Sales and Accounting, including drafting and organizing contracts, advertising agreements, and billing documentation.<br>• Monitor and replenish office supplies by placing orders as needed to maintain stock levels.<br>• Perform general administrative tasks, including photocopying, scanning documents, and data entry.<br>• Address inbound calls and provide excellent customer service to internal and external stakeholders.<br>• Support mass mailings and other communication efforts as required.
We are looking for a detail-oriented and organized Front Desk Coordinator to join our team in Toronto, Ontario. In this long-term contract role, you will be the first point of contact for visitors and employees, ensuring a welcoming and efficient front desk experience. The ideal candidate will bring strong administrative and customer service skills, along with relevant experience and a detail-oriented demeanor.<br><br>Responsibilities:<br>• Greet visitors, executives, and employees with a friendly attitude.<br>• Manage the front desk area, ensuring it is tidy, organized, and fully functional.<br>• Handle administrative tasks such as tracking data sets and preparing monthly reports, including creating graphs and PowerPoint presentations.<br>• Answer and direct phone calls, emails, and other inquiries in a timely and courteous manner.<br>• Coordinate access for visitors and ensure security protocols are followed.<br>• Maintain a neat appearance and adhere to the company’s dress code policy.<br>• Ensure punctuality by being seated and ready to perform duties at the start of the shift.<br>• Provide exceptional customer service to internal and external stakeholders.<br>• Assist with additional administrative duties as needed to support the team.
We are looking for a detail-oriented and bilingual Contract Coordinator to join our team on a contract basis in Markham, Ontario. In this role, you will play a key part in ensuring the accurate processing and verification of lease and loan contracts. This is an excellent opportunity for someone with strong administrative and communication skills who thrives in a fast-paced environment.<br><br>Responsibilities:<br>• Review and process lease and loan contracts with a high level of accuracy.<br>• Verify incoming documents to ensure all details are complete and correct.<br>• Cross-check contract terms and numerical information against provided documentation.<br>• Communicate with dealers via phone and email to address and resolve discrepancies.<br>• Provide reception coverage once a week as part of your role.<br>• Collaborate with internal teams to ensure smooth contract processing.<br>• Adhere to company policies and compliance standards during all contract-related activities.<br>• Maintain organized records of processed contracts for auditing purposes.
We are looking for an experienced Administrative Assistant to join our team on a contract basis. In this fully remote role, you will manage a variety of administrative and support tasks to ensure smooth day-to-day operations. This position offers flexibility with either ongoing or part-time hours, depending on your availability.<br><br>Responsibilities:<br>• Coordinate and manage schedules across multiple time zones, ensuring all appointments and meetings are organized efficiently.<br>• Support case management activities using tools like Salesforce or similar project management platforms.<br>• Respond to client service requests, triaging inquiries and addressing basic needs promptly.<br>• Perform light administrative duties such as preparing internal documentation, taking meeting notes, and managing follow-up tasks.<br>• Facilitate email correspondence and handle both inbound and outbound calls as needed.<br>• Maintain and update data records with accuracy, utilizing tools like Microsoft Excel and Word.<br>• Assist with creating presentations and other materials using Microsoft PowerPoint.<br>• Provide general customer service support, ensuring client satisfaction and timely communication.
<p>We are looking for an Administrative Assistant to join a team on a contract basis in Toronto, Ontario. In this role, you will provide essential support to our hospitality distribution division, ensuring smooth operations and excellent service for our hotel partners. This position involves a mix of administrative tasks, customer service, and data management, offering a dynamic and collaborative work environment.</p><p><br></p><p>Responsibilities:</p><p>• Upload and maintain partner rates on online platforms, ensuring accuracy and consistency.</p><p>• Update and manage spreadsheets with precision, adhering to established distribution standards.</p><p>• Provide attentive and timely support to hotel partners, colleagues, and other stakeholders.</p><p>• Ensure compliance with Hotel Operations System Standards and Distribution Guidelines.</p><p>• Handle inbound and outbound calls, addressing inquiries and resolving issues effectively.</p><p>• Manage email correspondence with a high level of care and attention to detail.</p><p>• Collaborate with internal teams to ensure seamless communication and workflow.</p><p>• Utilize Microsoft Excel, Word, and Outlook to organize and document administrative tasks.</p>
We are looking for an experienced Bookkeeper and Office Manager to oversee financial operations and administrative functions for a dynamic organization in the beverage industry. This role requires someone with a strong attention to detail and a solid background in bookkeeping, financial reporting, and office management. Based in Milton, Ontario, this position offers the opportunity to work with a dedicated team and contribute to the company's financial health and operational efficiency.<br><br>Responsibilities:<br>• Maintain accurate financial records, including invoices, purchase orders, accounts payable and receivable, and payroll for a team of five employees.<br>• Perform bank reconciliations for multiple accounts and ensure timely resolution of discrepancies.<br>• Prepare and analyze financial reports, such as income statements, balance sheets, and cash flow statements.<br>• Monitor cash flow, assist with budgeting, and provide financial forecasting support.<br>• Ensure compliance with accounting standards and regulatory requirements.<br>• Manage foreign currency transactions and payments across multiple currencies, including Euro, New Zealand Dollar, and Australian Dollar.<br>• Utilize Microsoft Dynamics 365 for financial management and reporting, enhancing workflow automation and accuracy.<br>• Review and improve internal accounting procedures to optimize efficiency and maintain strong internal controls.<br>• Support year-end financial processes and collaborate with external accountants or auditors as needed.<br>• Oversee general office management tasks to ensure smooth day-to-day operations.
We are looking for an experienced Office Manager to oversee daily administrative and operational tasks in our Aurora, Ontario office. In this Contract to permanent role, you will play a pivotal part in ensuring the smooth functioning of office processes while supporting the Managing Director directly. This position requires a highly organized and detail-oriented individual with strong communication skills and a solid background in office management.<br><br>Responsibilities:<br>• Manage the day-to-day administrative operations of the office, ensuring efficiency and organization.<br>• Provide direct support to the Managing Director, including scheduling meetings, managing correspondence, and handling confidential information.<br>• Oversee financial tasks such as payroll processing, accounts payable, and invoice management.<br>• Utilize accounting software systems and tools such as ADP, Concur, and CRM platforms to manage office finances and workflows.<br>• Coordinate employee schedules, maintain office supplies, and ensure adherence to company policies.<br>• Handle customer service inquiries and provide timely resolutions to maintain client satisfaction.<br>• Manage the office’s CRM system to track and update customer information accurately.<br>• Supervise the implementation and usage of specialized software like Dentrix Dental Software, as required.<br>• Ensure compliance with all organizational procedures and assist with audits when necessary.<br>• Collaborate with team members to improve office processes and introduce best practices.
<p>Are you a motivated leader with strong organizational skills and a track record of managing complex projects from start to finish? Are you ready to lead impactful metering installation projects across Canada? If so, we want to hear from you!</p><p><strong>Responsibilities</strong></p><ul><li>Oversee the full lifecycle of projects, serving as the main point of contact for all project logistics and budget management.</li><li>Coordinate and manage metering installation projects, including field operations, inventory control, scheduling, and production.</li><li>Source subcontractors in local areas to perform installation and reading functions.</li><li>Troubleshoot on-site issues as they arise.</li><li>Conduct weekly meetings to track project progress and ensure health and safety compliance.</li><li>Enforce project standards through site inspections, quality control, and incident investigation.</li><li>Review and interpret contracts, ensuring adherence to specifications.</li></ul><p><br></p>
<p>We are seeking a highly organized and detail-oriented Business Support Coordinator to support our client's growing Operations teams. This is a pivotal role that blends strong administrative support with proactive coordination across departments, clients, and external service providers. While prior experience in mechanical contracting, construction, or property management is considered a strong asset, we welcome qualified candidates from all professional backgrounds who are adaptable, tech-savvy, and eager to learn.</p><p><strong> </strong></p><p>The ideal candidate will have at least three years of relevant experience and a strong understanding of supporting internal teams in a fast-paced, proactive, and collaborative environment. If you're passionate about providing exceptional administrative support and eager to contribute to our success, we'd love to hear from you.</p><p><strong> </strong></p><p><strong>KEY RESPONSIBILITIES</strong></p><ul><li>Provide comprehensive administrative and operational support to internal teams and external clients.</li><li>Coordinate internal and client meetings, manage agendas, record detailed notes, and ensure all action items are tracked and completed.</li><li> Maintain and organize digital filing systems, ensuring all internal documentation is stored efficiently and accurately.</li><li>Act as liaison with third-party professional service providers, including IT Support, VoIP and After-Hours Answering Services, and Insurance Bonding.</li><li>Support special projects that accelerate the company’s 3.0 Strategic Initiatives, including digitization of systems and process improvement.</li><li>Manage the company’s CRM/database, including data entry, lead tracking, client follow-up, and reporting functions to support sales and service operations.</li><li>Work with the website contractor team to ensure timely content and service updates and maintain consistency with the company’s brand and evolving service offering.</li><li>Maintain and update operational dashboards.</li><li>Assist in creating and managing internal workback timelines for project bids and tenders, supporting timely and accurate submissions.</li><li>Draft, format, and issue client proposals using standardized templates, ensuring accuracy and brand consistency.</li><li>Support the preparation and tracking of insurance certificates, WSIB clearances, and compliance documentation.</li><li>Coordinate internal celebration programs and contribute to fostering a positive and collaborative team culture.</li></ul>
<p><strong>Office Assistant (with Growth Opportunity into Customer Service)</strong></p><p>Are you looking to start your career in a supportive and dynamic office environment, with a clear path to growth? We are seeking a detail-oriented and motivated <strong>Office Assistant</strong> to join our team. This role begins with providing clerical and administrative support to ensure smooth day-to-day operations, and will transition into a <strong>Customer Service Representative</strong> role as you gain experience and training.</p><p><strong>What You’ll Do</strong></p><p><strong>As an Office Assistant, you will:</strong></p><ul><li>Provide general clerical support including filing, scanning, and data entry.</li><li>Assist with order processing and documentation.</li><li>Support office staff with administrative tasks and special projects.</li><li>Answer and direct phone calls and emails as needed.</li></ul><p><strong>As you transition into Customer Service, you will:</strong></p><ul><li>Interact directly with customers to process orders, answer inquiries, and resolve concerns.</li><li>Enter orders and issue acknowledgements in a timely manner.</li><li>Provide pricing, delivery, and shipping information.</li><li>Communicate changes and updates to customers.</li><li>Assist with export documentation and international shipping requirements.</li><li>Maintain accurate customer records and open new accounts.</li><li>Collaborate with the Scheduler, Sales Manager, and Supply Chain team to ensure customer satisfaction.</li></ul>
We are looking for a dedicated Front Desk Coordinator to join our team in Toronto, Ontario. In this role, you will act as a key point of contact for clients, ensuring exceptional service delivery through collaboration with internal departments. As part of the Mid-Office Service Team, you will support independent Portfolio Managers and Introducing Brokers by managing daily operations and resolving client issues. This is a hybrid long-term contract position requiring at least three days per week on-site, with newer team members expected to work in the office more frequently.<br><br>Responsibilities:<br>• Build and nurture strong client relationships by coordinating efforts with internal teams and departments.<br>• Maintain a high standard of customer service by keeping clients informed about new products, services, and developments relevant to their business.<br>• Resolve client issues promptly and thoroughly, while recommending improvements to enhance overall service delivery.<br>• Review and approve administrative tasks such as bank transfers, de-registrations, foreign exchanges, and internal account transfers on a daily basis.<br>• Serve as a liaison between clients and operational teams to ensure timely and proactive task completion.<br>• Coordinate and document regular client meetings to address service and operational concerns, following up to ensure resolution.<br>• Provide guidance to clients on company policies, procedures, and available training that impact their business operations.<br>• Offer process improvement recommendations to strengthen client relationships and streamline operations.<br>• Represent the company professionally during client meetings and business events.
We are looking for a detail-oriented and experienced Staff Accountant to support the Manager of Accounting in a dynamic and growing environment. In this role, you will handle a variety of financial tasks, including processing transactions, analyzing key business processes, and ensuring accurate financial reporting. This position is based in Toronto, Ontario, and offers an exciting opportunity to contribute to the success of our organization.<br><br>Responsibilities:<br>• Prepare and post monthly journal entries and reconcile balance sheets as part of month-end closing activities.<br>• Oversee accounts receivable and accounts payable processes, including vendor payments, online bill payments, and rent disbursements.<br>• Manage and review expense reports for executives and senior leadership to ensure compliance and accuracy.<br>• Assist in the day-to-day management of accounting activities to maintain smooth operations.<br>• Maintain and organize cash and credit card deposit records for efficient tracking and reporting.<br>• Collaborate with shop employees to ensure accurate daily cash balancing and recommend process improvements.<br>• Support the posting of monthly duties and tariffs invoicing with accuracy and timeliness.<br>• Assist in the preparation and submission of monthly sales tax returns.<br>• Regularly review lease data for accuracy and completeness.<br>• Contribute to the implementation and management of lease administration and accounting systems, acting as a project manager when required.
We are looking for a detail-oriented and compassionate Medical Receptionist to join our team on a contract basis in Toronto, Ontario. In this role, you will provide essential administrative support within a healthcare setting, ensuring smooth operations and an excellent patient experience. This position requires strong communication skills, professionalism, and the ability to handle sensitive medical information with confidentiality.<br><br>Responsibilities:<br>• Greet patients and visitors warmly, addressing inquiries and directing them to the appropriate resources or personnel.<br>• Manage appointment scheduling, ensuring optimal use of the clinic’s resources and patient convenience.<br>• Maintain and update patient records within the Electronic Medical Records (EMR) system, ensuring accuracy and confidentiality.<br>• Assist with case management by organizing and coordinating patient files and related documentation.<br>• Respond to phone calls and emails promptly, providing accurate information or redirecting them as needed.<br>• Collaborate with healthcare providers and staff to support seamless clinic operations.<br>• Process and verify insurance and billing information as required.<br>• Ensure the reception area remains clean, organized, and welcoming for patients.<br>• Monitor and order office supplies to maintain efficient workflow.<br>• Follow all clinic protocols and procedures, including maintaining patient privacy and adhering to health and safety standards.
