Administrative Assistant
7 days ago
Ware Malcomb is hiring an Administrative Assistant for the our Vaughan office
The role of the Administrative Assistant is to provide support to the offices in the Canada Region for Ware Malcomb (Vaughan, Toronto, and Ottawa). Responsibilities include supporting the Region in day to day administrative activities. This includes scheduling meetings, events, presentations & client interviews. Assisting with client/visitor interface, preparation of proposals and overall office policy & protocols.
**Admin Responsibilities Include**:
- Assist in maintaining office appearance
- Assist in scheduling team events/outings for each office
- Maintain conference room calendar and assists with booking conference rooms and equipment for meetings as required
- Sort/distribute/prepare daily in/outgoing mail/FedEx
- Perform light clerical duties such as data entry (entering/scanning contacts), typing and filing
- Learn office software systems such as Deltek Vantagepoint, OpenAsset, etc.
- Marketing functions including assistance in preparing presentations, brochures, marketing collateral and supplies, social media, and other communication tools and initiatives for each office.
- General office support to include ensuring that office supplies are well stocked for each office & general office organization and tidiness for the Vaughan office.
**Project Responsibilities Include**:
- Help with opening project numbers in Deltek Vantagepoint
- Assist with preparing proposals
- Assist with billing/invoicing
- Assist in running Project reports from Deltek Vantagepoint
- Help with intake, filing & distribution of project related material submittals in Newforma
**Administrative Assistant Qualifications**:
- 3 years of administrative and/or marketing work experience, preferably in an architecture or engineering office
- Ability to work under pressure and maintain composure is essential
- Ability to multitask
- Ability to interface courteously and efficiently with staff/visitors
- Excellent verbal and written communication skills are essential
- Strong computer skills, including Microsoft Office programs and Internet skills, are essential
- Experience with Adobe Suite (InDesign, Photoshop, Adobe), video editing, databases, and CRM software programs a plus
- Experience with proposal/technical writing preferred
Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional clients throughout the world.
With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of commercial office, corporate, industrial, science & technology, healthcare, retail, auto, public/institutional facilities and renovation projects.
Ware Malcomb offers the best of both worlds - a small-office, supportive and nurturing work environment with large company resources and support - providing an amazing opportunity for professional growth. Ware Malcomb offers a wellness-focused company culture, competitive salary and overall benefits package.
**Ware Malcomb is recognized as an Inc. 5000 fastest-growing private company and a Hot Firm and Best Firm to Work For by Zweig Group**
LI-Hybrid
-
Administrative Assistant
6 days ago
Vaughan, Canada York Major Holdings Inc. Full time**REPORTS TO**: **Executive Assistant, providing administrative, clerical and office management support for York Major Holdings Inc. and Eagles Nest Golf Club.** **DESCRIPTION**: - Answer and direct all incoming calls distributing to the various departments of the golf club and taking messages when Concierge is unavailable - Ensure tidiness and stocking of...
-
Administrative Assistant
4 days ago
Vaughan, Canada Husky Heating & AC Full timeHusky Heating and Air Conditioning is an Ontario based company providing quality heating, cooling and indoor air solutions to GTA customers. We are looking for an experienced Administrative Assistant to join our team to support our fast growing service operations division. We would like you to be able to work independently as well as in a team, have friendly...
-
Administrative Assistant
2 days ago
Vaughan, Canada Toronto and Region Conservation Authority (TRCA) Full time**Position Details**: **Vacancies**: 2 **Current Rate of Pay**: Min = $31.79/hr, Max = $34.47/hr **Employment type**: 1 x Fulltime Contract, 1 x Fulltime Permanent **Duration of employment**: Contract position is for 1 year, with possibility of 1 year extension **Hours of work**: 35 hrs/week **Work location**: Head Office **Division**: CEO’s...
-
Administrative Assistant
1 week ago
Vaughan, Ontario, Canada a-17a6-4fba-a5a4-9c776a982ce6 Full time $45,000 - $65,000 per yearCompany DescriptionPrime International College of Healthcare and Technology,established in 2012 and located in Toronto, Ontario, is a recognized Designated Learning Institute (DLI) under Canada's International Student Program. The college offers diverse diploma programs and short certificate courses in healthcare, business, and technology. With a focus on...
-
Administrative Assistant
4 days ago
Vaughan, Canada Longo's Full timeWe are looking for a Administrative Assistant who is passionate about food and enjoys working in a fast paced, customer service centric, team environment! Longo’s is committed to fostering a diverse and inclusive environment where team members have a place to grow and pursue excellence, have the latitude to take ownership of their careers and the support...
-
Administrative Assistant
2 weeks ago
Vaughan, Canada Isure Insurance Inc Full timeisure insurance is looking for a friendly, reliable, and positive Administrative Assistant to join our exciting and growing team! You will be in charge of the offices day-to-day operations and administrative support. Located in Vaughan, Ontario, isure is Canada’s fastest-growing online insurance brokerage, offering a wealth of insurance choices, features...
-
Administrative Assistant
2 weeks ago
Vaughan, Canada Toronto and Region Conservation Authority (TRCA) Full time**Position Details**: **Current Rate of Pay**: Min $ 31.79, to Max $ 34.47 **Employment type**: Permanent Full-Time **Hours of work**: 35 hrs/week **Work location**: RSC (9741 Canada Company Ave. Woodbridge, ON L4H 0A3) **Division**: Restoration and Infrastructure **Business unit**: Restoration and Resource Management **Travel**: Yes, 20% **Remote...
-
Administrative Assistant
2 weeks ago
Vaughan, Canada JLL Full timeJLL supports the Whole You, personally and professionally. JLL is seeking an Administrative Assistant to support the General Manager, Property Manager, Operations Manager, and the Specialty Leasing Manager of the Shopping Center. WHAT YOU’LL BE DOING Assist with the rent relief process, providing statements, mailing correspondence etc. Assist with the...
-
Administrative Assistant
1 week ago
Vaughan, Ontario, Canada HVE Healthcare Assessment Full time $30,000 - $50,000 per yearAbout HVE Healthcare AssessmentsHVE Healthcare Assessments is an industry leading provider of Independent Medical Assessments. HVE is well known for its client-focused culture and its commitment to quality and integrity. We are unwavering in dedication to our customers and providing timely, impartial and defensible assessments and reports.Founded in 1994,...
-
Administrative Assistant
4 days ago
Vaughan, Canada Rentokil North America Full timeOverview: **Administrative Assistant** Are you passionate about customer service? Looking to build your career in an exciting industry and a growing world class organization? Come see why so many of our team members recommend us to their friends! **Who are we?** *** Rentokil Canada Corporation is proud to be a member of the Rentokil family of companies...