Administrative Coordinator

Job Description:

Our client is a tech-enabled research company that helps clients – global consumer brands – move beyond consumer-centric to decision-centric. Clients can then go to market with innovations that shift consumer decisions in their favor. They require an experienced and proactive Administrative Assistant / Office Coordinator for their Toronto office who will act as a central point of contact for administrative and office-related needs across the organization. This individual will play a crucial role in maintaining the company’s exceptional company culture, serving as the ambassador of employee engagement, and ensuring the smooth day-to-day operations of the downtown office. The ideal candidate will be a self-starter who can independently handle employee inquiries, manage multiple priorities, and provide comprehensive support to the CEO and broader leadership team.

Responsibilities:

Executive Support:

• Serve as the Executive Assistant to the CEO, managing their calendar, scheduling internal and external meetings, organizing meeting agendas, and tracking follow-ups to ensure action items are completed.
• Handle CEO travel arrangements and expense management, ensuring timely and accurate submission.
• Support the preparation of presentations and templates for board decks, team meetings, and other key documents.

Office Management:

• Act as the main point of contact for all office-related requests, ensuring the office remains a clean, welcoming, and well-stocked space.
• Manage office supplies, snacks, and other inventory to maintain a positive in-office experience.
• Liaise with building management and vendors to coordinate office maintenance, repairs, and security access.
• Oversee the office security system, administering employee access cards and managing alarm codes.

Culture & Engagement:

• Lead the company’s Fun Committee, organizing and executing team-building activities, social events, and initiatives that foster a sense of community and engagement.
• Serve as an ambassador of the company’s values and culture, driving efforts to create an inclusive, dynamic, and fun work environment.
• Host in-office client workshops and events, coordinating logistics such as catering, supplies, and greeting guests.

Administrative Support:

• Provide general administrative support to the broader team, including managing group calendars and coordinating company-wide communications as needed.
• Assist HR with onboarding new employees, preparing welcome packages, and ensuring new hires feel supported during their transition.
• Co-chair the Health and Safety Committee, ensuring compliance with relevant workplace safety regulations.
• Support budget tracking for office supplies and event expenses, preparing administrative reports for leadership as requested.
• Maintain organized digital files and reference documents in SharePoint, ensuring that folders are clearly labelled, up-to-date, and accessible to the team for key company information such as policies, procedures, and templates.

Qualifications:

• 3+ years of experience as an Administrative Assistant, Office Administrator, Office Coordinator, or similar role.
• Degree, diploma, or post-secondary certificate.
• Strong proficiency in Microsoft Office Suite (PowerPoint, Excel, Word) and familiarity with creating polished presentations.
• Exceptional organizational and time management skills, with the ability to manage multiple tasks and prioritize effectively.
• Strong written and verbal communication skills, with the ability to represent the organization professionally.
• Ability to work independently, solve problems proactively, and manage confidential information with discretion.
• Demonstrated experience planning and executing both in-person and virtual events.
• Ability to adapt in a dynamic and fast-paced environment.
• Entrepreneurial, proactive, and solutions-oriented mindset.
• Experience booking travel and managing complex schedules.

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: Beth; b.title@tdspersonnel.com

If you are already registered with TDS Personnel please contact your Consultant.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.