Administrative Assistant/Receptionist - Toronto - Connexall

    Connexall
    Connexall Toronto

    2 days ago

    Description

    Overview


    GlobeStar Systems is a leader in integrated clinical communication. Our cornerstone product, Connexall, is an award-winning Enterprise grade IoT platform, purpose built for the healthcare industry. Connexall delivers a customizable suite of integration solutions to meet the unique and specific communications requirements of any organization. Connexall services over 1,500 healthcare providers around the world, helping customers improve clinical workflow and driving better patient and staff outcomes.

    Job Details


    Type: Full-Time, Permanent
    Start Date: Immediately
    Location: Toronto, ON

    Job Title


    Administrative Assistant/Receptionist

    Job Summary


    The Administrative Assistant / Receptionist will provide administrative and front-office support to ensure smooth operations and a professional environment. This role serves as the first point of contact for visitors and callers, coordinates events and meetings, and assists with a variety of administrative tasks to support teams across the organization. The ideal candidate is organized, proactive, and excels at multitasking in a dynamic workplace.

    Primary Responsibilities

    • Assist in planning, coordinating, and executing company-wide events, including seminars, conferences, internal and customer meetings, and social activities.
    • Coordinate and order catering and refreshments for meetings and training sessions, including preparing coffee, boardroom set up, and maintaining kitchen and coffee supplies to ensure meetings and gatherings are well supported.
    • Provide hands-on support for company social events by arranging catering services, managing logistics and other errands including ordering and picking up celebratory items and event materials.
    • Source promotional products for company events and onboarding; conduct research, obtain quotes, and maintain inventory.
    • Prepare spreadsheets with accuracy and collect and track data for reports and perform research as required.
    • Process receipts for expense reports. Schedule, coordinate, and confirm appointments and meetings.
    • Record and prepare minutes of meetings, seminars, and conferences.
    • Type and proofread correspondence, forms, and other documents.
    • Assist with travel arrangements, including itineraries, hotel accommodations, and restaurant reservations as required.
    • Answer incoming calls.
    • Greet, direct and assist visitors, customers, and employees with general inquiries.
    • Book and prepare boardrooms for meetings as required, ensuring appropriate office supplies, coordinating with IT for any technical needs, and preparing coffee and refreshments as requested.
    • Prepare onboarding packages for new hires.
    • Work with HR to create and distribute ID badges and business cards.
    • Serve as point of contact for the Employee Reward and Recognition program, including gift card purchases and the distribution or shipment of company apparel, as approved by management.
    • Other duties as required.

    Qualifications

    • Post-secondary education in business administration or related field preferred.
    • High School Diploma with a minimum of two (2) years of office administration, hospitality or customer service experience will be considered.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
    • Strong organizational and time management skills; ability to prioritize effectively.
    • Demonstrate initiative and ability to work collaboratively across the organization.
    • Ability to maintain confidentiality and handle sensitive information with discretion.
    • Excellent verbal and written communication skills.
    • Problem-solving skills and ability to handle unexpected challenges.
    • Attention to detail (for logistics, schedules and vendor coordination)
    • Self-motivated with a desire to learn and expand knowledge.
    • Team-oriented, positive attitude, capable of working independently in a fast-paced environment.
    • Valid driver's license required.
    • Competitive annual salary
    • A rich benefits package, including medical, dental, life, and long-term disability insurance
    • Retirement Savings Plan with employer contributions
    • Professional Development & Training Opportunities
    • Education Reimbursement Program
    • Flexible Work Arrangements (Hybrid/Remote options where applicable)
    • Collaborative & Inclusive Work Environment

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