Job Title:

Office Assistant




Toronto , ON

Key Responsibilities:

Greeting Visitors: Welcome guests, clients, and employees with a warm and friendly attitude. Direct visitors to the appropriate person or department and maintain a professional and inviting reception area.

Answering Phone Calls: Manage incoming phone calls, screen and route them to the relevant individuals or departments, take messages, and handle general inquiries.

Managing Correspondence: Handle incoming and outgoing mail, email, and faxes. Distribute correspondence to the appropriate recipients and ensure timely responses to important messages.

Scheduling and Appointments: Maintain the office calendar, schedule meetings, appointments, and conference calls for staff members, ensuring there are no conflicts.

Administrative Support: Assist with administrative tasks, including data entry, document preparation, photocopying, and filing. Update and maintain records and databases as needed.

Office Supplies and Equipment: Monitor office supplies inventory and place orders as necessary. Ensure that office equipment like printers and copiers are functioning properly, coordinating repairs or replacements when required.

Handling Travel Arrangements: Assist with making travel arrangements for employees, including booking flights, hotels, and transportation as needed.

Customer Service: Provide excellent customer service by promptly responding to inquiries and addressing customer concerns in a professional manner.

Confidentiality: Maintain confidentiality of sensitive information and documents, ensuring all data is handled securely and in compliance with company policies.

Time Management: Prioritize tasks effectively to meet deadlines and manage multiple responsibilities efficiently.

Communication: Maintain clear and effective communication with colleagues and other departments to facilitate a smooth flow of information.

Problem-Solving: Identify and resolve administrative issues or challenges, seeking guidance from supervisors when necessary.


  • High school diploma or equivalent educational qualification.
  • Proven experience as a receptionist or administrative assistant is advantageous but not always required.
  • Strong communication and interpersonal skills to interact with visitors, clients, and colleagues effectively.
  • Proficiency in using computer applications, such as Microsoft Office (Word, Excel, Outlook), and familiarity with office equipment (e.g., printers, scanners).
  • Excellent organizational and multitasking abilities to handle a diverse range of tasks efficiently.
  • Attention to detail to ensure accuracy in managing schedules, data entry, and handling correspondence.
  • Professional and courteous demeanor with a positive attitude to create a welcoming environment for all.
  • Ability to adapt to changing priorities and work collaboratively with team members.
  • Knowledge of office procedures and protocols to maintain a well-organized and functional workspace.


If you have the skills and experience required for this position, please forward your resume to:


Posted 2023-07-24

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