Executive Coordinator - Toronto - TDS Personnel

    TDS Personnel
    TDS Personnel Toronto

    3 days ago

    Description

    Our client within professional services requires an Executive Administrator to join their team. This position is the first point of contact for visitors, clients, and employees and is responsible for providing professional and courteous reception services along with ensuring the office is well stocked and maintained. Internally this position will work directly with corporate team and will have the unique opportunity to engage with many different business units. This position will also get direct HR experience by reporting to the Director, Human Resources.

    Responsibilities

    • Front desk management including, but not limited to, answer phones, manage and sort incoming mail, set appointments, always maintain organized and clean workspace and suggest changes to office task workflow to improve efficiency.
    • Greet and welcome visitors in a warm, professional manner and direct them appropriately.
    • Promote and reflect a positive, productive, and inclusive office experience where employees can do their best work.
    • Support the HR department in recruitment, onboarding and employee engagement.
    • Own the planning and flawless execution of office events, meetings, and conferences.
    • Maintain conference room bookings and organize catering as required.
    • Manage the office budget with discipline—tracking expenditures, preparing reports, and driving cost savings.
    • Build strong vendor and supplier relationships, negotiating contracts and resolving issues without delay.
    • Maintain organized, high-functioning workspaces and common areas—ensuring details like supplies, décor, and building systems are consistently managed.
    • Maintain and organize office records, files and documents, ensuring they are accurate, up-to-date and easily accessible.
    • Oversee all ordering processes, including cleaning supplies, office supplies, marketing requirements, design paper, kitchen supplies, groceries and equipment.
    • Provide administrative support to the corporate office including document preparation, travel bookings, meeting preparation.
    • Maintain office security and develop the required procedures (e.g., visitor sign-in, issuing badges, health and safety requirements).
    • Ensure corporate kitchen is tidy and well maintained
    • Take initiative to identify inefficiencies and recommend improvements that raise the bar on office standards.

    Skills and Qualifications

    • Post secondary education, a Certification in Office Administration or Human Resources is an asset.
    • Proven work experience (3-5 years) as an administrative assistant, or similar role.
    • Proficient with Microsoft Office Suite (Word, Excel, Outlook).
    • Excellent verbal and written communication skills.
    • Professional appearance and demeanor.
    • Strong organizational and multitasking abilities with a focus on customer service.

    Workplace Conditions

    • Corporate head office, located in downtown Toronto, Ontario
    • Occasional attention to work issues in the evening or on the weekend.

    TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.


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