Office Admin

Position:
Office Administrator / Jack or Jill of All Trades

Location:
Toronto, ON (Onsite 5 days)

Industry:
Financial Services

Type:
Full-time, Permanent

About the Company

We're representing a small but mighty financial firm known for its entrepreneurial spirit, dynamic culture, and top-tier talent. This is not your average corporate environment - it's fast-paced, people-driven, and full of personality. Their office is modern and vibrant, complete with a lounge, terrace, and even a personal bar — the kind of place where business meets energy.

If you're the type of person who thrives in a high-performance setting, enjoys variety in your day, and doesn't mind rolling up your sleeves (even if that means swapping out a beer keg before an investor event), this role is for you.

About the Role

We're seeking a
professional, proactive, and resourceful Administrative Assistant
who's truly a
Jack or Jill of all trades
. This person will be the glue that keeps the office running smoothly — from welcoming guests and coordinating events to supporting leadership with administrative and operational tasks.

You'll wear many hats and be part of a close-knit team that values initiative, adaptability, and a strong work ethic.

What You'll Do

Reception & Office Coordination

• Greet visitors and clients with professionalism, warmth, and energy — you're the first impression of the firm.
• Manage incoming calls and correspondence efficiently and courteously.
• Coordinate couriers, mail, and internal communications.
• Keep the office running like clockwork — whether that means scheduling maintenance, liaising with vendors, or ensuring supplies are stocked and spaces are spotless.

Hospitality & Event Coordination

• Take ownership of the office atmosphere — maintaining meeting rooms, the lounge, terrace, and even the golf simulator area.
• Coordinate and set up internal events, investor meetings, and social gatherings.
• Manage catering, décor, and vendor relationships to ensure each event feels seamless and elevated.
• Handle the details that make a difference — from arranging florals to restocking beverages and supplies.

Administrative & Project Support

• Provide administrative assistance to management and staff: scheduling, document preparation, presentations, research, and travel coordination.
• Maintain and update the Salesforce CRM and other internal systems.
• Support office operations including data entry, filing, and record keeping.
• Pitch in wherever needed — no task is too big or too small.

Who You Are

• Adaptable:
  You thrive in a fast-paced, ever-changing environment.
• Hands-on:
  You're not afraid to jump in and get things done — whether that's organizing an event or troubleshooting a last-minute issue.
• Personable:
  You have a confident, engaging presence and enjoy building relationships.
• Detail-oriented:
  You balance creativity with structure, ensuring things run smoothly behind the scenes.
• Resilient:
  You can handle Type A personalities and hold your own in a dynamic workplace.

What You Bring

• 3–5 years of experience in an administrative, office coordination, or hospitality role (preferably in a corporate or professional services setting).
• Exceptional organizational and multitasking skills.
• Polished communication — written and verbal.
• Proficiency with Microsoft Office Suite; Salesforce or CRM experience is an asset.
• Experience in event coordination or office management is a plus.
• A sense of humor, strong initiative, and a genuine "can-do" attitude.

Perks

• Work in a beautiful, modern downtown office space.
• Exposure to a high-performing, professional environment with a fun culture.
• Flexibility in your day-to-day tasks — every day is different.
• Regular team events, investor gatherings, and social activities.

Poly Tech Talent
is committed to an inclusive and equitable recruitment process. Accommodations are available upon request throughout all stages of selection.