Contract Administrative Assistant

POSITION SUMMARY & KEY RESPONSIBILITIES The Contract Administrative Assistant is accountable for maintaining a professional work environment at the Toronto office and providing support and backup to the broader administrative team. With regularly shifting priorities, the incumbent must be adaptable and flexible and have a strong sense of urgency. Due to the nature of the business, an attention to detail and a high level of accuracy is required in this role. As a professional services firm, a client service orientation, maturity, and a calm, composed demeanour is a must. Administrative and Documentation Support • Create, update, and proofread client-facing documentation and templates with a high level of accuracy, using appropriate grammar, composition, and speed—often under tight deadlines • Prepare and format a variety of documents, including: • Assist with data entry of candidate, client, and engagement information in our database, ensuring accuracy and compliance with data metric requirements • Organize and manage electronic files in SharePoint folders in accordance with office policies • Assist Project Coordinators with scheduling tasks as directed, maintaining professional communication with clients, candidates, and internal stakeholders throughout the process. • Build and maintain positive working relationships with clients, candidates, consultants, and internal team members while providing timely and responsive administrative support. • Support candidate and client engagement activities by ensuring a high level of professionalism, responsiveness, and service throughout the search and project lifecycle. • Provide additional coverage and backup support during vacations and peak periods Office Services Support • Ensure meeting rooms are set up in advance of all meetings, including catering, AV, and other materials, and cleaned up afterward • Greet and assist visitors attending in-person meetings • Partner closely with consultants, Project Coordinators, and administrative team members to support client and candidate-related activities and ensure a seamless experience for all stakeholders interacting with the office. • Respond to requests from clients, candidates, consultants, and internal teams with a strong sense of urgency, professionalism, and customer service. • Support administrative staff and consultants with printing and binding of client-facing materials • Receive and distribute mail and courier deliveries • Keep office supply rooms and kitchen areas stocked and organized • Assist with preparing and coordinating bank deposits • Manage off-site storage logistics and support special office projects as assigned by the AOM • In coordination with the AOM, assist with office setup, vendor management, and liaising with building maintenance and security PROFESSIONAL EXPERIENCE/QUALIFICATIONS • Administrative and/or office services experience, ideally in a professional services environment • Superb attention to detail, English writing and grammar skills • Demonstrated customer service orientation with the ability to communicate professionally and confidently with a diverse group of stakeholders. • Track record working with and supporting senior leaders in a fast-paced, high-pressure setting • Excellent PowerPoint skills, high proficiency in Outlook, PowerPoint, Word, Teams, Adobe, and Zoom • Knowledgeable with setting up and troubleshooting meeting room AV equipment and a general high level of proficiency and problem-solving skills with office IT equipment • Meeting planning and event coordination ATTRIBUTES • Very high attention to detail, accuracy, and quality • Excellent interpersonal skills, diplomacy, tact, positive can-do attitude • Good judgment and capable of acting independently • High level of comfort learning and using new technology • Ability to adapt to evolving work processes and systems, including automated tools • Client service orientation and good composure • Comfortable dealing with senior leaders internally and externally • Professional in demeanor, behavior, and appearance as demonstrated through consistently polite, helpful, but concise interaction virtually and in person • Outstanding time management and sense of urgency at appropriate times • Systematic and methodical given the need to manage large amounts of information across multiple, simultaneous engagements • Team-oriented and willing to pitch in as needed CAD $75,000 - $90,000