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Administrative Assistant

  • Permanent
  • Date Posted: August 13, 2026
  • Salary: 55-60k

Our client within investment management requires an Administrative Assistant to join their team.The Admin Assistant will be responsible for supporting day-to-day operations of the office including managing and responding to office inquiries, assisting with external clients and vendors, and supporting business functions as needed across HR, finance, marketing and business development.

Responsibilities :

Office

  • Serve as the central coordinator for administrative and operational requests across the team, and as the first point of contact for the office.
  • Maintain a welcoming, professional office; greet visitors, provide refreshments, and offer general support to guests.
  • Complete office opening and closing duties on time, and keep meeting rooms, the kitchen, and general office space tidy at all times.
  • Monitor the main phone line and general office inbox, routing inquiries as needed.
  • Receive and sign for parcels, arrange courier pickups, and distribute and scan incoming mail.

 

Meeting Support

  • Set up meeting rooms and coordinate catering for in-person meetings as required.
  • Support external meetings end-to-end — corresponding with attendees upon arrival, coordinating spaces and office set-up, arranging catering, and handling related logistics and clean-up.
  • Stay up to date on in-office IT and A/V equipment and support the team with internal and external meetings as required.

 

 

 

Facilities, Vendors & Building Services

  • Act as the main point of contact between the office staff and QuadReal — processing work orders, circulating tenant-service updates, following up on suite maintenance, and handling special requests.
  • Liaise with building security on team safety matters and process updates to employee access cards.
  • Maintain the office’s vendor contact list and research new suppliers and options for consideration, with a preference for socially and environmentally responsible companies.
  • Order and maintain office and kitchen inventory and supplies.
  • Assist with office improvements and renovations, and run errands, deliveries, and ad hoc requests as needed.

 

Investment & Leadership Team Support

  • Prepare and submit expense reports for the VP, Directors, VP of IT, and CFO in a timely manner.
  • Prepare background notes and material in advance of BD meetings and support with CRM data entry and clean-up as needed.
  • Maintain strict confidentiality on all personal and business matters relating to the Directors, VPs, and the office

 

Health, Safety & General Support

  • Serve as a member of the Joint Health and Safety Committee and maintain First-Aid certification to help ensure a safe, comfortable working environment.
  • Assist the Social Committee with coordinating quarterly team events throughout the year.
  • Support the Executive Assistant, Director of Business Development & Operations, and CFO as needed.

Qualifications:

  • Embodies the office values (Accountability, Excellence, Integrity, Partnership, Passion)
  • Attention to detail — precision in execution: catching errors in documents, calendars, and communications before they go out.
  • Reliability — the executive’s confidence that a request, once handed off, is genuinely off their plate.
  • Prioritization & Adaptability — aligning tasks with goals, assessing both the time required and the importance of the request, not just working through a queue. Staying composed and effective through shifting priorities and interruptions.
  • Communication — clear written and verbal communication, serving as the primary point of contact for internal and external stakeholders, and presenting complex information cleanly to varied audiences.

To apply, upload your resume and complete the required information in the “Apply For The Job” section located to the right of the posting. Alternatively, quote the position title and email your resume to: Elyse; e.mcewen@tdspersonnel.com

 

Apply For The Job

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TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.

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