Administrative Assistant - Intermediate

Job Description

Administrative Assistant - Intermediate:
On behalf of our Banking client, Procom is searching for an Administrative Assistant - Intermediate for a 12-month role. This position is an onsite position at our client’s Toronto office.

Administrative Assistant - Intermediate - Job Description:
The Receptionist and Business Administration Coordinator plays a vital role in supporting the office's smooth operation and enhancing the employee and visitor experience. This position provides professional reception services while coordinating administrative, workplace, and facilities-related activities. The role requires a highly organized, customer-focused individual who can manage multiple priorities and contribute to a collaborative workplace.

Administrative Assistant - Intermediate - Responsibilities:
• Serve as the first point of contact for visitors, employees, and external partners, delivering a professional and welcoming experience.
• Manage complex calendars, coordinate meetings, and arrange meeting rooms, technology, and required resources.
• Support the planning and execution of internal events, town halls, leadership meetings, and employee engagement activities.
• Coordinate onboarding activities for new hires, ensuring a seamless and positive employee experience.
• Monitor and respond to shared mailbox inquiries, escalating requests and resolving issues in a timely manner.
• Manage incoming and outgoing mail, courier services, and office communications.
• Process invoices, vendor payments, and expense-related requests in accordance with company policies and procedures.

Administrative Assistant - Intermediate - Mandatory Skills:
• 2 to 5 years of experience in office administration, workplace services, facilities coordination, or a related role.
• Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong customer service mindset with excellent interpersonal and relationship-building skills.
• Excellent verbal and written communication skills with a high level of professionalism and attention to detail.
• Demonstrated problem-solving skills and the ability to exercise sound judgment and discretion.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint.
• Highly adaptable, proactive, and resourceful, with a continuous improvement mindset.

Administrative Assistant - Intermediate – Nice-to-Have Skills:
• Experience supporting workplace moves, facilities projects, or office renovations.
• Familiarity with invoice processing, procurement systems, or vendor management.
• Experience using Power BI, SharePoint, or workflow automation tools.
• Knowledge of workplace health and safety practices and office security protocols.
• Banking/Financial, insurance industry experience.

Administrative Assistant - Intermediate – Assignment Length:
This is a 12-month contract position with the possibility of extension or conversion to a full-time employee.

Administrative Assistant - Intermediate - Start Date:
ASAP.

Administrative Assistant - Intermediate - Assignment Location:
Toronto, Ontario, Canada, onsite 5 days a week.

This employer uses both human and technology-assisted tools to support candidate screening and assessment. Final hiring decisions are made by people.