Title: Administrative Assistant II
Duration: 12 months (Extension/Conversion possible)
Schedule: Monday to Friday- 8:00 AM – 4:30 PM or 9:00 AM – 5:00 PM
Work Mode: Hybrid (4 days onsite and 1 day remote, Wednesday and Thursday Mandatory)
Location: Toronto, ON

Roles and Responsibilities:

• Provides dedicated administrative support to executives at the TDBG Vice President (VP) level and may also provide a broad range of administrative or general office support for the broader team as assigned.
• Work will involve a range of complexity and may include but is not limited to the following accountabilities 

Customer:

• Provide a high level of administrative support ensuring quality service and professionalism at every customer interaction.
•  Manage efficiently in a multi-tasked environment and ensure deadlines are met.
•  Apply appropriate due diligence, ensuring accuracy in preparing and promptly completing all required supporting documentation (i.e., reports, presentations, invoices, correspondence/communications, tables, charts, files, etc.)
• Schedule and organize meetings, including preparation and co-ordination by booking the facility, pre-mail, arranging required equipment, refreshments, etc., as required.
•  Maintain proficiency with software applications/programs and/or department-specific systems as required (i.e. MS Office, Word, PowerPoint, Excel, Lotus Notes, etc.)
• Efficiently manage and promptly respond to all incoming enquiries/requests for information independently or redirect to the appropriate person/area. 

Shareholder:

• Ensure the optimal level of customer service and professionalism is provided Provide accurate, organized and efficient administrative support; collect and track data, research information, sort and distribute mail, balance and process expense reports, schedule and organize meetings, manage calendars, create and maintain files, and perform other administrative assignments as required Consistently exercise discretion in managing correspondence, information and all matters of confidentiality; escalate issues where appropriate.
•  Prioritize and manage own workflow to ensure quality and efficiency (ie. meet deadlines; be flexible in adjusting to changing work priorities).
• Use software programs and other tools or equipment with ease and efficiency and provide documents/ information that effectively support the needs of the team.
• Efficiently manage expectations/concerns through strong communication skills, both verbal and written.
• Take initiative to identify and recommend improvements in own job function, research and/or investigate issues requiring resolution to execute on assigned tasks. 

Must-Have Hard Skills: 

• Strong verbal and written communication skills.
• Highly organized with strong attention to detail.
• Advanced proficiency with Microsoft Office, including Excel, PowerPoint, Outlook, and Teams.
• Ability to work independently.
• Years of Overall Experience: 2–4 years of administrative support experience. 

Soft Skills:

• Strong interpersonal and relationship-building skills. 
• Multi-tasking 

Nice-To-Have:

• Proactive mindset with the ability to anticipate needs.
• Demonstrated initiative and willingness to take ownership.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.The pay rate for this position is $20.58/hr.