Administrative Assistant

4 weeks ago

Toronto Ontario CA, Ontario Options Consulting Solutions Full time

ADMINISTRATIVE ASSISTANT (LEGAL)

CONTRACT (12 MONTHS)

TORONTO, ON/HYBRID


Are you an experienced administrative professional with a keen eye for detail, exceptional calendar management skills, and the ability to support executives across multiple time zones?

Do you have a background in legal, compliance, or government relations and thrive in a fast-paced, globally connected environment?


The Company

Our Client is an international, non-governmental organization that aims to empower youth by giving them an opportunity to access education and tools to help them grow.


Company Perks and Rewards

  • Competitive Compensation (CAD $70-75K)
  • Hybrid Work Environment
  • Potential to be hired permanently
  • Opportunity to work across multiple countries and cultures


The Job

As the Administrative Assistant, you will provide high-level administrative and logistical support to the Legal & Compliance (L&C) team, ensuring seamless operations across various regions. Your expertise in scheduling, travel coordination, and compliance-related administration will be instrumental in keeping the team running smoothly.

  • Manage complex calendars and coordinate meetings across multiple time zones for L&C Directors.
  • Organize international and domestic travel, including flights, accommodations, ground transportation, visas, and health requirements.
  • Prepare and process expense reports in alignment with organizational policies.
  • Oversee invoice tracking and ensure accurate submission, categorization, and payment processing.
  • Support contract administration, including Letters of Engagement (LOEs), Statements of Work (SOWs), and Purchase Orders (POs).
  • Collaborate with Finance to track contract schedules, ensuring compliance with fee structures, deadlines, and amendments.
  • Maintain an up-to-date calendar of key legal and compliance activities.
  • Serve as the primary point of contact for administrative matters within the L&C team.
  • Ensure proper organization of digital and paper records, updating the L&C SharePoint site and internal databases.
  • Assist with planning and executing team meetings, training sessions, and retreats.
  • Support onboarding for new team members and provide guidance on administrative processes.


What you bring to the job

You are someone with experience handling sensitive information with discretion and professionalism. You also come with:

  • 3 to 5 years of experience in an administrative role within a legal, compliance, government relations, or highly regulated environment.
  • Experience working or volunteering with a non-profit organization
  • Proven ability to manage executive schedules and support teams working in multiple time zones.
  • Strong organizational skills, attention to detail, and a proactive approach to problem-solving.
  • High level of discretion and professionalism in handling confidential information.
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite, including Outlook, SharePoint, and Teams. Experience with Yammer or Viva Engage is a plus.
  • Willingness to travel occasionally for event coordination.


Qualified job seekers are asked to apply with attention to Rujeeka Manoharan. Reference #13284.


I really look forward to hearing from you, but please understand that I will only be contacting those that are applicable for the role


Options Consulting Solutions is an equal opportunity employer and welcomes applications from all individuals. Applicants selected for an in-person interview will be asked whether specific accommodations are needed to support a personal disability.


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