Administrative Assistant

Job summary

Provide day-to-day administrative support to a small professional team, managing calendars, correspondence, documents, files, deadlines, and office operations. Serve as the primary administrative contact, liaise with clients and external stakeholders, and take ownership of priorities through to completion.

Job details

Position: Administrative Assistant Location: Downtown Toronto, ON Salary: $60,000 - $70,000 Job Type: Full-time Permanent Work Arrangement: Fully On-Site Posting Type: Open Vacancy Our client, a small, established boutique professional services firm, is seeking an experienced Administrative Assistant to become a key member of their close-knit downtown Toronto office. This is an excellent opportunity for someone who thrives in a smaller firm environment and enjoys having real ownership over the administrative function. You will work closely with a small professional team and serve as the go-to person who keeps the office organized, priorities moving forward, and day-to-day operations running smoothly. The successful candidate will be confident working independently, anticipating needs, managing competing priorities, and taking initiative without requiring significant oversight. This role would be particularly well suited to someone who enjoys being relied upon, takes pride in keeping things organized, and is comfortable communicating professionally with clients and external contacts. Previous experience within a boutique law firm, consulting firm, accounting firm, or other small professional services environment would be highly valued. Key Responsibilities: - Provide day-to-day administrative support to a small professional team - Serve as the primary administrative point of contact within the office - Take ownership of administrative priorities and ensure important items are followed through to completion - Manage calendars, appointments, meetings, and scheduling requirements - Prepare, format, proofread, and edit correspondence, reports, and other documents - Organize and maintain electronic and physical files and records - Track deadlines, follow up on outstanding items, and ensure key deliverables remain on schedule - Manage incoming calls and email correspondence with a polished and professional approach - Liaise with clients, external professionals, authorities, and other stakeholders as required - Assist with billing, document management, and general office administration - Coordinate office supplies, filing, and other day-to-day operational requirements - Anticipate administrative needs, identify priorities, and take initiative with minimal supervision What We're Looking For: - Previous administrative experience within a professional office environment - Experience working within a small or boutique firm environment is strongly preferred - Legal, consulting, accounting, financial services, or other professional services experience would be an asset - Demonstrated ability to work independently and take ownership of responsibilities - Strong written and verbal communication skills - Strong computer skills and confidence learning new systems - Highly organized with excellent attention to detail and the ability to manage competing priorities - Strong client service skills and confidence communicating with senior professionals and external contacts - A proactive, dependable approach and willingness to contribute wherever needed within a small team Please send your resume in Word format to Angelica Stewart at angelica.stewart@quantum.ca. REFER A PERM HIRE AND EARN A CASH BONUS! For details, click here. All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process. #tor1

What you’ll do

Provide day-to-day administrative support to a small professional team, managing calendars, correspondence, documents, files, deadlines, and office operations. Serve as the primary administrative contact, liaise with clients and external stakeholders, and take ownership of priorities through to completion.

Requirements

Candidates should have previous administrative experience in a professional office, with small or boutique firm experience strongly preferred; experience in legal, consulting, accounting, financial services, or similar settings is an asset. They should be organized, detail-oriented, proactive, dependable, able to work independently and manage competing priorities, and confident communicating with clients and senior professionals.

Listed skills

• Customer service · Preferred
• document preparation · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Prioritization · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Calendar Management
• Scheduling
• Document Preparation
• Proofreading
• File Management
• Deadline Tracking
• Client Communication
• Billing Support
• Office Operations
• Organization
• Attention To Detail
• Prioritization
• Initiative
• Computer Skills
• Client Service

Job areas

• Administrative
• Customer Service & Support
• Legal
• Consulting
• Finance & Accounting

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