16 results for Office Assistant in Vaughan, ON

Administrative Assistant We are looking for a detail-oriented Administrative Assistant to join our team in Etobicoke, Ontario. In this role, you will provide essential support to ensure smooth daily operations, contributing to both administrative and organizational efficiency. This position is ideal for someone with strong communication skills, a knack for multitasking, and a commitment to delivering excellent service. Responsibilities:• Organize and maintain office files, records, and documents to ensure easy accessibility.• Manage correspondence, including drafting emails and responding to inquiries in a timely and precise manner.• Perform data entry tasks with accuracy, ensuring that all information is up-to-date and correctly logged.• Assist in preparing reports, presentations, and other materials using Microsoft Office tools such as Word, Excel, and PowerPoint.• Support purchasing processes by handling orders, tracking inventory, and liaising with vendors.• Oversee packaging and labeling tasks, ensuring compliance with safety and quality standards.• Proof reading, email campaigns, corporate decks, presentation and marketing materials. • Provide excellent customer service by addressing client needs and concerns effectively.• Proofread documents for accuracy and consistency before final distribution.

Administrative Assistant We are offering a long-term contract employment opportunity for an Administrative Assistant in the Healthcare, Hospitals, and Social Assistance industry, based in Toronto, Ontario. The chosen candidate will primarily handle high volumes of work, manage administrative reception coverage, and ensure the smooth running of clinical schedules. Responsibilities: • Handle inbound and outbound calls, providing exceptional customer service • Efficiently manage email correspondence, ensuring all queries are handled in a timely manner • Perform data entry tasks, maintaining accuracy and attention to detail • Utilize Microsoft Office tools, including Excel, Outlook, PowerPoint, and Word to perform various tasks • Ensure clinical schedules are created and maintained effectively • Provide reception coverage, acting as the first point of contact for visitors and clients • Prioritize tasks in a high-volume work environment, maintaining organization and motivation • Use technical skills to navigate and manage various systems and platforms • Schedule appointments, demonstrating a high level of organization and time management skills

Administrative Coordinator Job Posting: Administrative CoordinatorAre you an organized, detail-oriented professional with outstanding administrative skills? Do you thrive in a dynamic environment where you make a difference for customers and support smooth business operations? If so, we want you to join our team as an Administrative Coordinator. Key ResponsibilitiesAs part of our team, you will:<ul><li>Communicate Effectively: Handle interactions with insurance companies on behalf of our customers, ensuring smooth communication.</li><li>Customer Support: Answer incoming phone calls, address customer inquiries, and assist customers by meeting their needs in a timely and professional manner.</li><li>General Office Tasks: Perform a variety of office tasks, including reception duties, organizing files, updating customer information, and maintaining a tidy workspace.</li><li>Data Management: Accurately and promptly update customer information in company systems.</li><li>Operational Support: Schedule appointments, coordinate shipping, and provide back-office assistance to ensure seamless organizational operations.</li></ul>

Administrative Assistant We are looking for a detail-oriented Administrative Assistant for a short-term contract role based onsite in Bolton, Ontario. This front-office role is ideal for someone with strong communication skills, a positive and professional demeanor, and the ability to handle multiple tasks with accuracy and ease. You'll play a key part in supporting daily office operations within a busy construction and restoration environment. Responsibilities:<ul><li>Serve as the first point of contact—greet visitors and manage a high volume of incoming calls with a friendly, helpful attitude</li><li>Perform general administrative duties including data entry, document preparation, and maintaining both digital and physical filing systems</li><li>Assist with invoice-related tasks: printing, sorting, and organizing documents for accounts receivable and payable</li><li>Collect and compile bi-weekly timesheets from field staff to support payroll processes</li><li>Receive and dispatch mail and courier packages efficiently</li><li>Monitor and restock office supplies, keeping the workspace organized and well-equipped</li><li>Provide administrative support to the Office Manager and other team members as needed</li></ul>

Administrative Assistant We are in search of an Administrative Assistant to join our team located in Toronto, Ontario. This role centers around ensuring the efficient and smooth operation of shipment processing and procurement, as well as providing general administrative support across various departments. Responsibilities: • Assist in preparing, reviewing, and managing shipping documents such as bills of lading, packing lists, freight invoices, and purchase orders, ensuring accuracy and timeliness. • Handle the main phone line, professionally directing calls to the appropriate staff and providing information to callers. • Provide administrative support, including filing, data retrieval, data entry, and maintaining office equipment and supplies. • Deliver exceptional customer service, directing and assisting with customer inquiries and concerns related to orders and shipments. • Assist with various projects, including transcribing, editing, and formatting operation manuals, as well as distributing design drawings to necessary departments. • Handle confidential and time-sensitive materials with discretion, adhering to organizational policies and procedures. • Collaborate with the logistics team to ensure smooth shipment processes. • Support with coordinating procurement and customer shipments with vendors and carriers. • Assist with writing, editing, and distributing emails, memos, letters, faxes, and forms. • Assist other staff members as needed.

Executive Assistant Overview: We are seeking a proactive and highly organized Executive Assistant (EA) to support the Vice President, Research & Innovation at a leading Research Institute. This role provides high-level confidential administrative and operational support, helping manage executive priorities, coordinate internal and external communications, and facilitate research activities, grant applications, and post-award processes. Key Responsibilities:<ul><li>Provide confidential administrative support, including calendar management, document preparation, travel coordination, expense reconciliation, and file organization.</li><li>Draft and edit correspondence, reports, presentations, and meeting materials.</li><li>Support research and grant processes: identify funding opportunities, assist in grant applications and budgeting, track submissions, and ensure post-award compliance and reporting.</li><li>Maintain timelines and documentation for ongoing research projects; liaise with finance and administrative teams for grant management.</li><li>Support committees and meetings, including scheduling, agenda development, minute-taking, and logistics.</li><li>Assist with onboarding, payroll coordination, and general office operations.</li><li>Drive administrative process improvements using LEAN methodology.</li><li>Occasionally work across sites and outside standard hours as required.</li></ul>

Assistant Payroll Manager We are offering an exciting opportunity for an Assistant Payroll Manager in Toronto, Ontario. In this role, you will be expected to guide, mentor, and support a team of payroll administrators, manage full-cycle biweekly payroll processing, and ensure compliance with payroll laws and best practices. This role is a key part of our operations and requires a high level of attention to detail and organization. Responsibilities: • Direct and motivate a team of payroll administrators to ensure efficient operations • Oversee the process of auditing and balancing payroll data before processing • Manage and maintain the time & attendance tracking system • Prepare and issue Records of Employment (ROEs) and other payroll reports as required • Address and resolve payroll inquiries from various operational sites in a timely manner • Collaborate with multiple departments to ensure seamless payroll operations • Ensure adherence to federal, provincial, and local payroll, wage, and hour laws and best practices • Be accountable for the overall quality of payroll work, including some accounting functions • Utilize ADP - Financial Services, ADP Workforce Now, ATS - Asynchronous Transfer Mode, and Crystal Reports for efficient payroll processing • Perform additional payroll duties as assigned

Assistant Controller Assistant Controller Position Type: 12 month contract Location: Hamilton, On-site (4 days/week, 1 day remote)About the Company:Our client is undergoing growth and other exiting changes. They are seeking a detail-oriented and adaptable Assistant Controller to support day-to-day accounting while contributing to process improvements.Responsibilities:<ul><li>Support Controller with monthly worksheets for complex transactions.</li><li>Manage compliance and transactional tasks, including reconciliations, month-end close, job costing, and project analysis.</li><li>Analyze financial reports for projects/divisions to aid forecasting.</li><li>Assist Accounting team in troubleshooting and optimizing processes.</li><li>Contribute potentially to software implementation and system upgrades.</li><li>Perform reporting and analysis using Excel/Google Sheets.</li></ul>

Executive Assistant Are you a proactive, highly organized, and resourceful individual ready to play a pivotal role in the success of a dynamic organization? We are seeking an experienced Executive Assistant to provide high-level administrative and operational support to the Company President. This role is critical in ensuring that the office of the President runs smoothly, efficiently, and professionally while maintaining the highest level of confidentiality. This is an in office position located in Burlington Ont. Key Responsibilities<ul><li>Executive Support: Manage complex calendars, coordinate meetings across multiple time zones, and anticipate scheduling needs with precision </li><li>Communication Management: Serve as a strategic liaison between the President and internal/external stakeholders, drafting correspondence, reports, and presentations as needed </li><li>Meeting Preparation & Follow-Up: Prepare agendas, document minutes, track action items, and ensure timely completion of assigned tasks </li><li>Travel Coordination: Organize domestic and international travel, including itinerary preparation, accommodations, and expense tracking/reporting </li><li>Project Management: Assist in special projects, ensuring deadlines are met and outcomes align with organizational goals.</li><li>Inbox Management: Manage and maintain 4 high volume inboxes </li><li>Confidential Support: Handle sensitive information with professionalism and discretion.</li></ul>

General Office Clerk We are looking for a diligent General Office Clerk to join our team in Oakville, Ontario. In this role, you will be tasked with providing exceptional customer service, handling administrative tasks, and supporting our office operations. This role offers a short term contract employment opportunity. Responsibilities: • Communicate effectively with insurance companies on behalf of our customers • Answer incoming phone calls and attend to customer inquiries • Provide assistance to customers and ensure their needs are met • Perform general office duties as required, including reception tasks • Update customer information in our system promptly and accurately • Act as the representative of our business, demonstrating professionalism at all times • Utilize your robust administrative skills to deal with challenging customer interactions • Organize files and documents to maintain an efficient workspace • Schedule appointments and manage shipping functions • Provide back office support to maintain smooth operations.

Family Office Services – Associate (UHNW Tax/Planning) Please note that the listed salaries represent the total compensation amount. We are currently partnering with a prestigious Private Investment Office that provides tailored services to a select group of ultra-high-net-worth families. These families have made outstanding contributions to business, public service, and philanthropy.The organization is experiencing significant growth and is seeking to add a Family Office Services Associate (UHNW Tax/Planning) to their team. For the ideal candidate, they are open to considering more senior-level titles depending on experience and expertise. What You’ll Do:· Support an experienced team that acts as an Outsourced-Chief Investment Officer (“OCIO”), while also handling tax planning, accounting, and compliance for UHNW families.· Collaborate on complex tax structuring and assist in crafting forward-thinking strategies tailored to each client’s unique needs.· Actively contribute to team discussions focused on financial planning and family office operations.· Conduct in-depth analysis and modeling to offer detailed insights for tax-efficient strategies.· Work on projects of varying scope, from routine tasks to complex issues—no task is too small or too big. Why Join?· Exceptional culture: An environment built on mutual respect, shared success, and a supportive community.· Ultra-high-net-worth clients: Work alongside an experienced team to serve an elite group of families who value discretion, innovation, and excellence.· Collaborative Team: This close-knit, highly engaged group works together to maintain a supportive dynamic where ideas flow freely.· Prime Midtown Location: Spend 4 days in-office per week at a convenient and accessible location.

Network & Systems Administrator We are in the process of hiring a Network & Systems Administrator to join our team based in Burlington, Ontario. In this role, you will be responsible for ensuring the smooth operation of our network and systems and providing technical support to our team. This role is 100% onsite in Burlington! Responsibilities:• Oversee the installation, configuration, and maintenance of network hardware and software, including firewall technologies and Cisco routers• Support and maintain LANs, WANs, VPNs, network segments, Internet, and intranet systems• Handle DNS, DHCP, VPN, and firewall configurations• Conduct regular backups and establish disaster recovery procedures to ensure data integrity• Install, configure, and maintain Windows servers and storage management systems (RAID, SAN, NAS)• Administer servers, desktop computers, printers, routers, switches, firewalls, phones, personal digital assistants, smartphones, software deployment, security updates and patches• Manage active directory, group policy, user access controls, and maintain network facilities in individual machines• Oversee the management of enterprise applications such as Microsoft Exchange Server, SQL Server, and SharePoint• Handle VMware, Hyper-V, and other virtualization platforms, and perform network address assignment• Document system configurations and procedures, evaluate and modify system's performance, and review application logs• Resolve network issues and respond immediately to security or usability concerns• Carry out other duties as assigned.

Administrative Coordinator We are offering a long term contract employment opportunity for an Administrative Coordinator in the Health Pharm/Biotech industry located in Oakville, Ontario. The successful candidate will be a part of a dynamic team, contributing to a special project that involves identifying various business agreements and assisting our Procurement partner in organizing an efficient system and repository of information. Responsibilities • Liaise with business stakeholders to understand the range of agreements in place • Develop a streamlined process for managing agreement processes • Collaborate with procurement partner to establish a central repository for all agreements • Utilize Microsoft Office Suite and Teams for administrative tasks • Ensure accurate data entry and maintain updated records in the CRM system • Provide project support and work effectively with different stakeholders • Assist in administrative procedures and tasks as required • Manage purchase orders and other procurement-related tasks • Leverage strong communication skills to address inquiries and resolve issues • Maintain a team-focused approach in all tasks and interactions.

Lien Clerk Our client is seeking an experienced Lien Clerk to join their firm in Vaughan, Ontario. The ideal candidate will be responsible for managing and processing lien files, ensuring compliance with applicable laws and regulations, preparing and serving necessary documents, maintaining accurate records, conducting lien-related research, and liaising with clients and legal professionals. Key ResponsibilitiesPrimary duties include, but are not limited to:<ul><li>Preparing, editing, and formatting legal documents and correspondence related to liens.</li><li>Collaborating with clients and industry professionals to resolve lien-related issues.</li><li>Managing complex and large lien files, establishing and maintaining an organized filing system for both paper and electronic records.</li><li>Assisting in the preparation of notices, affidavits, and other legal documents related to liens.</li><li>Ensuring compliance with legislative requirements for all lien notices and communications.</li><li>Monitoring lien deadlines to ensure timely compliance.</li><li>Performing other duties as assigned.</li></ul>

Administrative Coordinator We are looking for a detail-oriented Administrative Coordinator to join our team on a contract basis in Whitby, Ontario. In this role, you will play a critical part in managing procurement processes, ensuring accurate and timely posting of bids and tenders, and maintaining accessible documentation. This position requires strong organizational skills and the ability to meet tight deadlines with precision and professionalism. Responsibilities: • Coordinate and oversee the preparation and posting of bids and tenders, ensuring accuracy and compliance with deadlines. • Ensure all documents meet accessibility standards before publication. • Collaborate with internal teams to gather required information for procurement-related tasks. • Monitor timelines and prioritize tasks to meet critical project deadlines. • Utilize software tools effectively to manage procurement and administrative tasks. • Communicate with stakeholders to address inquiries and provide updates on the status of postings. • Maintain accurate records of procurement activities and documentation. • Identify and resolve issues related to document accessibility or posting errors. • Assist in the handover of responsibilities to new team members as part of the role's contractual nature.

Operating Controller We are seeking a highly driven and detail-oriented Operating Controller to join our client, a leading organization in the environmental services sector, with a strong focus on Renewable Natural Gas initiatives. This is a 100% onsite role located in convenient Midtown Toronto, easily accessible via TTC. This is an exciting opportunity tailor-made for a Big 4-trained CPA eager to bring their expertise to a fast-paced, dynamic family office environment. With no direct reports but significant responsibility, this role demands exceptional financial acumen, strong analytical skills, and a proven track record of delivering results in high-pressure settings.