Overview
Administrative Assistant/Coordinator Jobs in Toronto, Ontario, Canada at Tadiem
Title: Administrative Assistant/Coordinator
Company: Tadiem
Location: Toronto, Ontario, Canada
A bit about the role…
We’re looking for a highly organized, detail-oriented Administrative Assistant to provide in-person operational and project management support to the marketing team of one of our valued consumer tech clients. This is a 37 hour/week contract role with an initial one-year term.
You will…
Provide day-to-day Leadership support
- Manage full executive calendars for two Marketing leaders, across scheduling, conflict resolution, and meeting prioritization.
- Own travel expense submission and reconciliation for both leaders, ensuring timely and compliant reporting.
Project Management
- Including annual marketing plan coordination; and ongoing execution marketing initiative execution
Team Culture Champion
- Team meeting coordination, team comms & people engagement events.
- Team Culture & Milestone Programming.
Day-to-day Administrative Support
- New employee/vendor onboarding support.
- Manage complex and fast-paced calendars.
- Coordinate travel arrangements and itineraries.
- Organize and support meetings (in-person and hybrid), conference calls, and video conferences, including: Room bookings and setup, Catering coordination, Technology requirements, Preparation of meeting materials, Capturing meeting minutes, next steps and tracking action items
- Assist with the preparation, reconciliation and submission of expense reports
- Support overall finance and admin functions including purchase order creation, invoice reconciliation and tracking
- Support technology requests, office supply orders, and general administrative inquiries
- Collaborate closely with team members to provide coverage and operational support as needed
- Adapt quickly to shifting priorities and navigate ambiguity with sound judgment
- Support and coordinate ad hoc projects and initiatives as required
Skills & Qualifications
- 2–3 years of experience in an administrative support role, ideally supporting senior leaders
- Excellent verbal and written communication skills
- Strong organizational and project management skills, with the ability to manage multiple priorities in a fast-paced environment
- Exceptional attention to detail
- Calm, solutions-oriented, and service-focused approach under pressure
- Ability to work independently and take ownership of responsibilities
- Strong judgment, discretion, and proactive problem-solving skills
- Experience managing calendars, coordinating travel, and processing expense reports
- Proficiency with Microsoft Office, Adobe products, and video conferencing platforms (or like)
Nice to Have
- Previous experience in an agency, corporate, or client-service environment
- College diploma or equivalent combination of education and experience
- Ability to quickly learn new and proprietary software systems
- High level of professionalism, initiative, energy, and sense of urgency
- High level of comfort with Keynote with a keen eye for design
As an equal opportunity employer our goal is to build a diverse workforce that is representative, at all job levels, of the world we live in. If you require any accommodations during the selection process, please reach out.
We may use an AI tool to help with notetaking during interviews. Using this tool is optional. If you are invited to an interview, you will be given the opportunity to opt out if you choose.
Vacancy Type: New Role
Salary Range: $26 – $28/hour, commensurate with experience
