Office Assistant

Full-time, Permanent


2 weeks ago in Administrative and Office Support

Job Description:

Our client, an asset management firm requires an Office Assistant to join their team. As the successful candidate you are committed to providing superior service-oriented assistance to both employees and customers, in addition to being responsible for ensuring the efficient daily operations of the office.  You will have exceptional skills in being able to prioritize, multi-task, manage through change, and always deliver exceptional customer service to all business units.


  • Manage and direct incoming phone calls, provide professional customer service to inquiries and route callers to appropriate internal team members
  • Oversee the overall administration, organization and maintenance of the Head Office
  • Manage the day-to-day administrative services to support all facets of the business such as our Human Resources, Operations, IT, Finance/Payroll, Compliance, Investment teams, etc.
  • Manage office supply orders and organization of excess stock
  • Arrange for office catering and ensure preparation of food is presentable and delivered on time
  • Organize outgoing and incoming mail and arrange for incoming and outgoing deliveries and courier pick-ups
  • Manage and maintain the organization of office files and mail
  • Monitor boardrooms and office spaces throughout the day to ensure tidiness
  • Ensure that the kitchen is well stocked and that the appliances are functional
  • Keep an up-to-date spreadsheet of everyone coming into the office and monitor that all internal and external guests are following Covid-19 office guidelines
  • Update Covid-19 communication and guidelines as it is relevant
  • Manage all security access cards to the office and maintain a strict policy regarding temporary cards
  • Manage printer and copier maintenance, troubleshoot issues, call for service and order/replace toners
  • Ensure timely deposits of cheques on a daily basis
  • Participate and contribute on applicable committees, specifically the Social Committee, Health Safety and Wellness Committee, Diversity Equity and Inclusion Committee, and will assist with company event planning
  • Continuously update the reception manual, as the role evolves often
  • Other duties as assigned and required


  • Must have 2 years of experience working as an Office Administrator, Administrative Assistant or similar experience
  • Successful achievement of a Diploma or Bachelor’s Degree
  • Must be available to work Monday to Friday, 8:30 AM- 5:00 PM as well as demonstrate strong commitment to punctuality and time management
  • Friendly, approachable, discreet and service-oriented personality while representing internal and external customers.
  • Displays courteous, pleasant phone manner and professional and polished presence
  • Passionate about delivering exceptional client service with a “growth-mindset” and demonstrates a natural curiosity about best practices and trends
  • Natural ambition and drive to support various teams and to see administrative projects to fruition
  • A self-starter with the ability to take initiative and operate with minimal oversite
  • Demonstrates an exceptional level of integrity and work ethic; understands and upholds the importance of confidentiality in applicable business matters
  • Strong customer service and troubleshooting skills as well as resourcefulness and ability to solve problems
  • Achievement of valid First Aid/CPR designation is considered an asset
  • Well-developed organizational skills with an ability to work independently and set priorities.
  • Outstanding communication skills, both written and verbal when communicating with employees and clients.
  • Excellent attention to detail with a high degree of meticulousness
  • Intermediate level skills in MS Word, Excel, PowerPoint, Outlook and a high degree of comfort with technology.
  • Creative, flexible and adaptive in a multi-faceted and fast-paced work environment.

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.

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