Office Administrative Assistant Jobs – Hybrid Roles in Canada

MapleLeaf Enterprises is a leading provider of business solutions and consulting services based in Toronto, Canada. We are proud to partner with businesses across various sectors, providing expertise and support in areas ranging from human resources to operations management. As we continue to grow, we are looking to expand our administrative team by hiring motivated and organized individuals for Office Administrative Assistant positions in a hybrid work environment.

The role of the Office Administrative Assistant will play a crucial part in ensuring the smooth and efficient operation of our office, supporting our team with various administrative tasks, handling client communication, and maintaining essential office functions. This hybrid position allows flexibility, offering the opportunity to work both from the comfort of your home and in the office, depending on business needs.

If you’re a detail-oriented, self-motivated professional with strong organizational skills, this is the perfect opportunity for you. Join MapleLeaf Enterprises, and contribute to a team-driven environment that values collaboration, creativity, and growth.

Job Titles:

• Office Administrative Assistant
• Administrative Coordinator
• Executive Assistant
• Office Manager
• Executive Administrative Assistant
• Operations Assistant
• Virtual Administrative Assistant
• Office Support Specialist
• Business Support Assistant
• Administrative Support Officer

Key Responsibilities:

As an Office Administrative Assistant, your role will involve a wide range of responsibilities to support the daily operations of our office, both remotely and on-site. You will be working closely with various departments to streamline office processes, manage communications, and ensure that our office is functioning smoothly. Below are the key responsibilities for this role:

1. Administrative Support:

• Provide administrative support to the management team and other departments, ensuring efficient workflow across the organization.
• Organize meetings, including scheduling, preparing agendas, and taking minutes during meetings.
• Maintain office supplies inventory and ensure that necessary materials are stocked and easily accessible.
• Assist with data entry, report generation, and other office tasks as required.

2. Document Management:

• Organize, file, and maintain office documents, both electronically and physically.
• Manage confidential documents and ensure that they are securely stored and appropriately handled.
• Prepare and format documents, presentations, and reports for internal and external communications.
• Ensure that documents and records are up-to-date and easily accessible when needed.

3. Client and Vendor Communication:

• Handle phone calls, emails, and other forms of communication in a professional and courteous manner.
• Manage client inquiries and direct them to the appropriate department or team member.
• Maintain positive relationships with vendors, clients, and business partners, ensuring smooth coordination and communication.
• Assist with client follow-ups, ensuring timely responses and maintaining a high level of customer service.

4. Scheduling and Calendar Management:

• Schedule meetings, appointments, and travel arrangements for executives and team members.
• Organize internal and external meetings, ensuring all necessary resources (such as meeting rooms, equipment, and materials) are available.
• Maintain and update calendars, making sure that all appointments and deadlines are adhered to and that there are no conflicts.

5. Office Organization:

• Ensure that the office space is clean, organized, and equipped with all necessary tools and materials for daily operations.
• Oversee the arrangement of office events, meetings, and conferences, including setting up spaces, managing guest lists, and coordinating logistics.
• Act as the first point of contact for office visitors, greeting them, and directing them to the relevant parties.

6. Expense Management:

• Assist with managing office budgets and tracking office expenses.
• Prepare and submit expense reports for approval, ensuring that they are accurate and timely.
• Assist in managing office subscriptions, contracts, and payments, ensuring they remain up-to-date.

7. Project Coordination:

• Assist with the coordination of internal projects, ensuring that tasks are completed on time and within scope.
• Work with team members to track project progress, organize schedules, and provide status updates to management.
• Help manage internal processes, ensuring efficient execution and supporting team members with administrative tasks related to the project.

8. Event Coordination:

• Plan and organize office events, including team-building activities, company meetings, and celebrations.
• Handle event logistics, including coordinating venues, catering, travel, and accommodation for guests.
• Collaborate with other departments to ensure that events meet business objectives and provide a positive experience for employees and clients.

9. Database Management:

• Maintain client and employee databases, ensuring that all information is current and accurately recorded.
• Support the HR department by assisting with employee onboarding, document storage, and administrative tasks related to HR functions.
• Assist with data entry and database updates, ensuring the consistency and accuracy of company records.

10. Support for Remote Work:

• Work collaboratively in a hybrid environment, performing both in-office and remote work as needed.
• Utilize digital tools and platforms (e.g., Microsoft Office 365, Google Workspace, Zoom) to collaborate with remote teams and stay organized.
• Assist in managing the digital office environment, ensuring that remote workers have the tools and support they need to stay productive.

Qualifications and Skills:

To succeed in this Office Administrative Assistant role at MapleLeaf Enterprises, candidates should possess a combination of educational qualifications, relevant experience, and key skills. The following qualifications are required:

Education:

• A high school diploma or equivalent is required.
• A bachelor’s degree in Business Administration, Office Management, or a related field is preferred.

Experience:

• At least 1-3 years of experience in an administrative role or office support capacity.
• Previous experience in a hybrid work environment is an advantage but not required.
• Experience with office software and tools, including Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace.

Technical Skills:

• Proficiency in using office tools and technologies such as spreadsheets, document management systems, and email platforms.
• Experience with online collaboration tools like Microsoft Teams, Zoom, or Slack is a plus.
• Ability to quickly learn and use new software applications or tools.

Organizational Skills:

• Strong organizational and time-management skills, with the ability to manage multiple tasks and meet deadlines.
• Ability to prioritize tasks and handle competing demands efficiently.
• Excellent attention to detail, ensuring that all tasks are completed accurately and thoroughly.

Communication Skills:

• Strong verbal and written communication skills, with the ability to clearly and professionally interact with colleagues, clients, and external partners.
• Ability to write clear, concise, and professional emails and reports.

Customer Service Orientation:

• A strong customer-first mentality with the ability to respond to inquiries and requests promptly and professionally.
• Excellent interpersonal skills, with the ability to interact effectively with people at all levels of the organization.

Problem-Solving Skills:

• Strong problem-solving abilities, with the capacity to identify issues and take initiative to resolve them.
• Ability to stay calm and focused when handling unexpected challenges or urgent tasks.

Flexibility and Adaptability:

• Ability to adapt to changing circumstances and requirements in a dynamic work environment.
• Willingness to work both independently and as part of a team.

Discretion and Confidentiality:

• Ability to handle confidential information with discretion and integrity.
• Familiarity with data protection laws and office confidentiality standards.

Work Ethics:

• A strong work ethic, reliability, and commitment to excellence in all administrative duties.
• A positive attitude, professional demeanor, and a willingness to contribute to team success.

What We Offer:

Competitive Salary: We offer a competitive salary based on experience and qualifications.

Flexible Working Hours: Enjoy the flexibility of working in a hybrid environment, with the option to work from home and in the office.

Health and Wellness Benefits: Access to comprehensive health insurance, dental coverage, and wellness programs.

Career Development: Opportunities for ongoing professional development and career advancement.

Supportive Work Environment: Work with a collaborative, friendly team in a dynamic and inclusive environment.

Work-Life Balance: We value your work-life balance and provide a flexible work environment to help you achieve it.

Employee Perks: Access to company events, team-building activities, and employee recognition programs.

How to Apply:

If you are an experienced Office Administrative Assistant or are looking to take the next step in your administrative career, we invite you to apply. Please send your resume and cover letter to hr@mapleleafent.ca, detailing your experience and why you would be a great fit for the role.

For any questions or additional information about the role, feel free to contact us at +1 416-555-1234.

Location:
MapleLeaf Enterprises
45 Queen Street West, Suite 400,
Toronto, ON, M5H 2M3, Canada