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8 results for Administrative Assistant in Toronto, ON

Administrative Assistant
  • Toronto, ON
  • onsite
  • Temporary
  • - CAD / Hourly
  • <p><strong>On behalf of our client, a reputable organization within the not-for-profit sector, we are hiring a Part-Time Administrative Assistant.</strong></p><p><br></p><p>This role will provide essential day-to-day operational and communications support to ensure the organization’s internal functions and external engagement run smoothly. The ideal candidate will bring strong administrative coordination skills and a proactive, detail-oriented approach to supporting meetings, events, digital communications, and front-line member service. This is a multifaceted role suited for someone who thrives in a collaborative and mission-driven environment.</p><p><br></p><p>Key Responsibilities </p><p>● Scheduling meetings with multiple internal and external attendees</p><p>● Preparing agendas for review, taking attendance and minutes, and drafting meeting materials using existing templates</p><p>● Proactively preparing meeting logistics for in person or virtual meetings</p><p>● Act as a first point of contact for the organization’s central email and phone line including answering general inquiries or forwarding the inquiry to the appropriate party</p><p>● Complete filing of documents electronically in an organized manner</p><p>● Upkeep spreadsheet database and inventory, and complete basic website content updates</p><p>● Use DocuSign to circulate agreements for signing and follow up with signatories</p><p>● Assist with the preparation of the Annual General Meeting</p><p>● Drafting and preparing business correspondence, emails, forms, notices, etc</p><p>● Booking and coordination of volunteers and staff schedules for meetings or events</p><p>● Tracking of alternative time off. </p><p>● Assist with onboarding orientation of new staff and season team members</p><p>● Draft e-newsletters for review.</p><p>● Supporting the Executive Director as needed with other tasks </p>
  • 2025-07-18T18:49:12Z
Medical Administrative Assistant
  • Mississauga, ON
  • onsite
  • Permanent
  • 55000.00 - 65000.00 CAD / Yearly
  • <p>Looking for an opportunity to make a real impact in a fast-paced, dynamic environment? We’re hiring a <strong>Medical Administrative Assistant</strong> in <strong>Mississauga, Ontario</strong>! Bring your organizational superpowers, love for helping others, and attention to detail to our friendly and collaborative team where every day is about creating meaningful connections and keeping operations running smoothly. Ready to take your career to the next level? Apply now! </p><p><br></p><p>Responsibilities:</p><ul><li>Coordinate and schedule patient appointments, consultations, and follow-ups, ensuring optimal use of the team’s time and resources.</li><li>Communicate with insurance companies to verify patient benefits, process claims, and resolve billing discrepancies.</li><li>Prepare, submit, and follow up on billable services, ensuring timely and accurate payment processing.</li><li>Maintain both physical and electronic medical records, ensuring they are properly organized, up-to-date, and compliant with privacy regulations.</li><li>Monitor and order medical and office supplies, ensuring stock availability aligns with clinic needs.</li><li>Liaise with vendors for equipment repairs, supply shipments, or service agreements to ensure seamless office operations.</li><li>Provide administrative support for patient-related communications, such as managing correspondence, referrals, or follow-ups with external stakeholders.</li><li>Deliver exceptional customer service by addressing patient inquiries, resolving issues, and facilitating a positive experience for all visitors.</li><li>Assist healthcare professionals by managing workflow tasks, including preparing and formatting medical documents or patient care plans.</li><li>Support compliance by staying updated on healthcare administration guidelines and organizational policies related to medical billing and office management.</li></ul>
  • 2025-07-18T14:08:58Z
Office Assistant
  • Toronto, ON
  • onsite
  • Temporary
  • - CAD / Hourly
  • We are looking for a highly organized and proactive Office Assistant to join our team on a contract basis in Toronto, Ontario. In this role, you will play a pivotal part in ensuring smooth day-to-day office operations and supporting various administrative tasks. This is a hybrid position requiring in-office presence Monday to Thursday, with flexibility to work remotely on Fridays.<br><br>Responsibilities:<br>• Oversee daily office operations, including greeting visitors, managing building access, and coordinating office logistics.<br>• Handle global shipping and receiving tasks, including IT equipment, mail, and other office assets.<br>• Maintain office supplies, including kitchen inventory, and organize weekly office lunches.<br>• Support business activities by coordinating meetings, ordering conference materials, and arranging global office bookings.<br>• Manage facilities-related tasks, such as parking arrangements, evacuation plans, and other operational needs.<br>• Ensure first aid certifications are current or obtain necessary training as required.<br>• Provide assistance with marketing and event coordination, including creating badges, ordering promotional materials, and organizing events.<br>• Utilize office tools and software such as Outlook, 365, and CRM systems to streamline administrative tasks.<br>• Process financial duties related to shipping, including managing taxes and ensuring compliance with shipping regulations.
  • 2025-07-08T21:14:11Z
Executive Assistant
  • Toronto, ON
  • onsite
  • Temporary
  • 33.25 - 38.51 CAD / Hourly
  • <p>We are looking for a highly organized and proactive Executive Assistant to join our team on a long-term contract basis. In this role, you will provide essential support to senior leadership, ensuring their schedules and tasks are managed efficiently. This position is based in Toronto, Ontario, and offers an opportunity to work in a fast-paced and dynamic environment. Apply now, this great opportunity is exclusively through Robert Half. </p><p><br></p><p>Responsibilities:</p><p>• Manage and coordinate complex calendars, scheduling appointments, meetings, and events for senior executives.</p><p>• Arrange and oversee detailed travel plans, including booking flights, accommodations, and transportation.</p><p>• Prepare and organize meeting agendas, presentations, and follow-up materials.</p><p>• Serve as a primary point of contact for internal and external stakeholders on behalf of the executive team.</p><p>• Handle confidential information with discretion and maintain a high level of professionalism.</p><p>• Track and organize executive expenses, ensuring timely and accurate reporting.</p><p>• Assist with the preparation of reports, correspondence, and other documentation as needed.</p><p>• Utilize Office tools to create and edit documents, spreadsheets, and presentations.</p><p>• Anticipate the needs of executives and address them proactively to optimize their time and efficiency.</p><p>• Support additional administrative tasks as required to ensure smooth operations.</p>
  • 2025-07-09T14:44:10Z
Executive Assistant
  • Toronto, ON
  • onsite
  • Permanent
  • 100000.00 - 110000.00 CAD / Yearly
  • <p><strong>About the Role:</strong></p><p> The Executive Assistant will be an indispensable partner to senior leadership, delivering high-level support and overseeing critical functions such as calendar management, board of directors coordination, and documentation of key meetings. The Executive Assistant will be detail-oriented, proactive, and able to handle confidential information with the utmost discretion.</p><p><strong> </strong></p><p><strong>Key Responsibilities:</strong></p><ul><li><strong>Calendar Management:</strong> Coordinate and manage complex executive schedules, including meetings, events, and travel arrangements. Ensure priorities are expertly aligned and deadlines are met. </li><li><strong>Board of Directors Support:</strong> Act as the primary liaison for communications with the board. Organize meetings, prepare briefing materials, and ensure seamless logistics for board-related activities. </li><li><strong>Minutes and Documentation:</strong> Attend executive meetings and capture accurate meeting minutes and action items. Distribute documentation promptly and manage follow-ups to ensure smooth execution of initiatives. </li></ul><p><br></p>
  • 2025-07-07T18:19:10Z
Property Administrative Assistant
  • Toronto, ON
  • onsite
  • Temporary
  • 25.00 - 29.00 CAD / Hourly
  • Position Overview: Our client, a shopping centre in the Toronto area, is seeking a Property Admin Assistant to join their team on a 18 month contract. This role involves providing administrative support and ensuring the smooth day-to-day operations of a commercial property. The Property Admin Assistant will report directly to the Property Manager and be responsible for tenant and vendor relationships, accounts receivable tasks, file maintenance, and various reporting responsibilities. Proficiency in property management software, such as Yardi, is strongly desired. <br> Key Responsibilities:   Administrative Tasks: Provide administrative support to the property management team. Handle incoming calls, receive and distribute mail, and manage office supplies. Prepare and distribute letters or memos to tenants as required. Maintain detail oriented communication with tenants and customers, promptly responding to inquiries, emails, and voicemails. Welcome and sign in contractors and visitors entering the property. Administer employee discount programs and assist with marketing initiatives as needed. Perform additional tasks as directed by the Property Manager. File Maintenance: Maintain and update tenant lease files, ensuring accuracy and timeliness. Ensure tenant insurance certifications remain current and are properly documented. Keep tenant contact details, including emergency contact information, up to date. Maintain pest control certification records and update as needed. Accounts Receivable: Process rent payments promptly by coding and forwarding them to accounting. Monitor tenant accounts receivable, ensuring zero balances, and follow up on arrears. Issue reminders and default letters when necessary and communicate with tenants regarding payment discrepancies. Regularly report arrears status to the Property Manager. Reporting: Collect monthly sales reports from tenants and submit to management for review. Provide monthly updates on sales, pest control, contract vendors, and graffiti removal to the Property Manager. Specialty Leasing: Manage contract tenant bookings (business and non-profit) and ensure all payments and documentation are submitted. Coordinate with operations to ensure seamless setup for contract vendors or tenants. <br> Qualifications: Exceptional customer service skills, with strong written and verbal communication abilities. detail oriented demeanor, self-motivated, and highly organized with a strong attention to detail. Proficiency with Microsoft Office Suite, including Word and Excel, with experience using mail merge tools. Familiarity with basic accounting principles. Experience with property management platforms, such as Yardi, is preferred. Ability to multi-task and work collaboratively with multiple stakeholders.
  • 2025-07-17T19:29:16Z
Administrative Coordinator
  • Toronto, ON
  • onsite
  • Permanent
  • 50000.00 - 60000.00 CAD / Yearly
  • We are looking for a detail-oriented and proactive Administrative Coordinator to join our team in Toronto, Ontario. In this dynamic role, you will provide critical support across logistics and procurement functions, ensuring smooth operations and efficient task management. The ideal candidate will excel in organization, multitasking, and communication while maintaining a calm and focused approach in a fast-paced environment.<br><br>Responsibilities:<br>• Coordinate logistics processes, including preparing shipment documentation such as bills of lading, packing lists, and freight invoices.<br>• Collaborate with internal teams and vendors to manage inbound and outbound shipments effectively.<br>• Organize and maintain both digital and physical filing systems to ensure easy access to important records.<br>• Perform data entry, document formatting, and general administrative support with exceptional attention to detail.<br>• Assist customers by providing updates on order statuses, shipment timelines, and responding to inquiries promptly.<br>• Support cross-departmental projects, including editing manuals and printing technical documents, to facilitate team initiatives.<br>• Manage daily administrative tasks and prioritize competing demands to maintain high-quality deliverables.<br>• Handle sensitive information with discretion and uphold confidentiality standards.<br>• Contribute to the development and improvement of operational workflows by identifying areas for optimization.
  • 2025-06-20T20:04:45Z
Mailroom Assistant
  • Richmond Hill, ON
  • onsite
  • Temporary
  • - CAD / Hourly
  • <p>On behalf of our clients, we are looking for a dedicated Mailroom Assistant to join our team on a contract basis in Richmond Hill, Ontario. In this role, you will be responsible for ensuring the efficient handling, sorting, and distribution of mail within an organized and detail-oriented office environment. This position requires physical stamina, attention to detail, and a positive attitude to support daily operations effectively.</p><p><br></p><p>Responsibilities:</p><p>• Sort, open, and distribute incoming mail across multiple floors according to a schedule.</p><p>• Ensure outgoing mail and courier packages are sent out promptly and accurately.</p><p>• Operate mailroom equipment, including inkjet printers, and handle light lifting of packages.</p><p>• Maintain a clean and organized mailroom environment while following safety protocols.</p><p>• Collaborate with team members to meet deadlines and address mail-related inquiries.</p><p>• Demonstrate urgency and efficiency when completing tasks to support office operations.</p><p>• Follow directions carefully and adapt to established processes and procedures.</p><p>• Stand and move throughout the mailroom for extended periods to complete daily tasks.</p><p>• Wear appropriate casual attire, including comfortable closed-toe shoes, while maintaining a neat and detail-oriented appearance.</p><p>• Assist with additional duties as required to ensure seamless mailroom functionality.</p>
  • 2025-07-17T12:39:03Z