Office Concierge and Executive Administrator

2 days ago

Toronto, Ontario, Canada Jones DesLauriers Full time

WHAT WE OFFER:

  • Great learning and growth opportunities
  • A competitive compensation package
  • Full Benefits Package
  • RRSP Matching Program
  • Professional Development Courses & Designations
  • 100% tuition re-imbursement for business relevant courses and training
  • A volunteer day to make a difference and give back to your community
  • Vary days – including a day off for your birthday

POSITION OVERVIEW

Jones DesLauriers is seeking a dynamic and experienced Office Concierge and Executive Administrator. This role is pivotal in ensuring the smooth operation of our downtown Toronto office and providing exceptional support to the COO and VP HR. As the first point of contact and the backbone of office operations, you create a welcoming and professional environment. The ideal candidate will be a proactive and organized individual with a knack for managing first impressions and handling a variety of administrative tasks.

RESPONSIBILITIES:

Office Concierge:

  • Own the front desk experience: Welcome and assist on-site visitors, fostering a friendly atmosphere. Including management of reception duties and incoming calls for the downtown office.
  • Manage office logistics: Handle daily mail responsibilities and coordinate shipping and courier services. Maintain a visitor log and ensure adherence to security protocols
  • Keep operations running smoothly: Keep track of office supply inventory and arrange maintenance for office equipment. Manage relationships with vendors for catering, cleaning, janitorial services, and repairs. Execute a variety of administrative tasks to facilitate office operations.
  • Event Planning Expertise: Plan and organize office events as needed by the Executive Team.
  • Uphold office excellence: Ensure that the office environment remains clean, professional, and inviting at all times.
  • Support Expansion: Assist in the establishment and setup of new office location(s).

Executive Support:

  • Coordinate and manage calendars, including scheduling meetings and conference calls.
  • Prepare and submit expense reports.
  • Manage general correspondence and format documents using Office 365 (Word, PowerPoint, Excel).
  • Serve as a representative for electronic signatures on documents

Executive Assistance:

  • Manage and organize files while upholding confidentiality.
  • Prepare necessary documents for executives, such as presentations, spreadsheets, and memos.
  • Arrange and coordinate travel logistics.
  • Collaborate with Executive Assistants to address requests and inquiries from senior management.
  • Support special projects as required, offering research and administrative assistance.

REQUIREMENTS:

Jones DesLauriers is actively committed to support diversity, equity, and inclusion. We serve and recognize and respect human differences and similarities. We value the diversity of people and actively encourage women, indigenous peoples, members of visible minorities, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ2+) persons to apply. We are committed to providing accommodation upon request for applicants and employees with disabilities. If you require accommodation, we will work with you to meet your needs.

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