Administrative Assistant, Downtown Toronto

2 months ago

Toronto, Canada 123Dentist Full time

123Dentist is Canada’s largest majority dentist-owned network of dental practices with more than 425 locations nationwide and in excess of 5000 employees. We provide Canadian dentists and dental practices with an array of non-clinical support and resources, including accounting, HR, marketing, as well as supply & equipment procurement.

By leveraging our unmatched management experience, marketing expertise and state-of-the-art technologies, we allow dentists to take advantage of a practical and effective alternative to practice ownership and focus on what they’re best at - being a dentist

We are seeking a detail-oriented, organized, and reliable Administrative Assistant for our Downtown Toronto head office
**on-site position**). The ideal Administrative Assistant for our team will have exceptional organizational and execution skills to effectively coordinate and facilitate the daily administrative workflow activities and initiatives within the office. We are looking for someone with initiative, strong interpersonal skills and a positive attitude who can communicate effectively throughout all levels of the organization.

**Job Overview**:
**Responsibilities and Duties**:

- Be first point of contact to our guests and clients by welcoming them and hosting them around the office
- Answer telephone inquiries, provide information, follow-up, and re-route calls when necessary
- Sort and distribute incoming/outgoing mail/packages and arrange for courier when needed
- Organize, clean and maintain the office, reception area, kitchen and meeting rooms on a daily basis
- Ensure office is fully stocked for all necessary supplies and proactively order new supplies in anticipation of shortages
- Liaise with external vendors and service providers such as building maintenance, IT services, etc.
- Assisting with meeting planning and coordination including scheduling meeting rooms, arranging for audio-visual needs, organizing materials, etc.
- Coordinate catering for lunches as required for meetings and training. Planning and Organizing Team events as instructed by the Executive for the Toronto Downtown and Toronto North Office
- Proactively contribute to office activities to ensure an efficient and cohesive team environment
- Assist with onboarding and offboarding of corporate employees
- Maintain booking of offices and meeting rooms
- Manage petty cash
- Provide administrative support duties to the CFO as required or Executives who are from out of town visiting
- Act as backup support for the Executive Assistant

**Education, Credentials, Qualifications**:

- 3+ years of experience as an Administrative Assistant, preferably in a corporate head office environment
- Valid drivers license and access to a vehicle is required
- Strong decision-making capabilities, considerable judgment and independence to coordinate complex administrative support services
- Strong technical and computer skills; must be proficient in Microsoft Outlook, Word, Excel and PowerPoint
- Excellent interpersonal and diplomacy skills with a high comfort level in communicating with senior executives and individuals at all levels
- Excellent organizational, time management and priority setting skills in order to manage multiple and changing priorities
- Experience in event planning or coordinating is a strong asset
- Ability to provide support to the leadership team outside of regular office hours including evening and weekends as needed
- Able to exercise discretion in sensitive and highly confidential situations
- Any other duties as assigned by senior leadership

**Working Conditions**:

- Full-time employment in a dynamic, growth-oriented, entrepreneurial business
- Occasional travel within Toronto area to other office
- Fun, high energy, collegial and professional work environment.
- 123Dentist is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees._

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