Executive Assistant

Job Title – Receptionist & Business Administration Coordinator Period – 12 months (Extension/Conversion possible) Location – Toronto, ON Shift schedule: Onsite, 8:30am to 5:00pm Job Summary We are seeking a professional, customer-focused, and highly organized Receptionist & Business Administration Coordinator to serve as the face of the office while providing comprehensive administrative and workplace support. This role is responsible for creating a welcoming experience for employees, visitors, and external partners while ensuring the smooth day-to-day operation of the workplace. The ideal candidate is proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced corporate environment. This position offers the opportunity to work within a collaborative team environment with strong potential for long-term permanent employment based on performance. Key Responsibilities Welcome visitors, employees, and external partners while providing exceptional front-desk customer service. Manage executive and team calendars, coordinate meetings, and arrange meeting rooms, technology, and required resources. Support planning and execution of internal meetings, leadership events, town halls, and employee engagement activities. Coordinate onboarding activities and provide administrative support for new hires. Monitor and respond to shared mailboxes, ensuring timely resolution or escalation of requests. Manage incoming/outgoing mail, courier services, and office communications. Process invoices, vendor payments, and expense-related requests while following company policies. Coordinate office moves, workspace planning, furniture requests, and contractor/vendor access. Maintain office supplies and manage procurement activities. Coordinate training logistics, including scheduling, registrations, confirmations, and cancellations. Monitor office facilities, equipment, and workplace technology to ensure smooth daily operations. Support office access management, workplace security, and health & safety protocols. Assist with workplace improvement initiatives and change management activities. Identify opportunities to improve administrative processes and operational efficiency. Build strong relationships with internal stakeholders and external service providers. Provide general administrative support to leadership and business teams as required. Must-Have Skills Excellent customer service and interpersonal skills with a professional, welcoming demeanor. Strong verbal and written communication skills. Exceptional organizational and time-management abilities. Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment. Strong decision-making and problem-solving skills. Ability to handle confidential information with professionalism and discretion. Intermediate to Advanced MS 365 skills, including: Outlook Teams Word Excel (reporting and intermediate functions) PowerPoint Experience preparing reports and dashboards using business data. Strong attention to detail and accuracy. Self-motivated with the ability to work independently. Collaborative team player who can build relationships across all organizational levels. Adaptable with a continuous improvement mindset. Nice-to-Have Skills Experience supporting workplace moves or office renovation projects. Invoice processing and procurement experience. Vendor management experience. Experience using: Power BI SharePoint Workflow automation tools Knowledge of workplace health & safety procedures. Knowledge of office security/access management processes. Previous banking, financial services, or insurance industry experience. Dexian is a leading provider of staffing, IT, and workforce solutions with over 12,000 employees and 70 locations worldwide. As one of the largest IT staffing companies and the 2nd largest minority-owned staffing company in the U.S., Dexian was formed in 2023 through the merger of DISYS and Signature Consultants. Combining the best elements of its core companies, Dexian's platform connects talent, technology, and organizations to produce game-changing results that help everyone achieve their ambitions and goals. Dexian's brands include Dexian DISYS, Dexian Signature Consultants, Dexian Government Solutions, Dexian Talent Development and Dexian IT Solutions. Visit https://dexian.com/ to learn more. Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status Note: Dexian Canada will, on request, provide accommodations for disabilities to support your participation in all aspects of our Recruitment and Assessment/Selection Processes.

The role serves as the primary point of contact for visitors and employees while providing comprehensive administrative and workplace support. Key duties include managing executive calendars, coordinating office logistics, and processing invoices and vendor payments.

Candidates must possess strong interpersonal skills and advanced proficiency in MS 365, including reporting capabilities. Experience in a fast-paced corporate environment with the ability to handle confidential information is essential.

• Gestion du tempsSouhaitée
• Service à la clientèleSouhaitée
• Résolution de problèmesSouhaitée
• Microsoft ExcelSouhaitée
• Microsoft WordSouhaitée
• Microsoft OutlookSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Customer Service
• Calendar Management
• MS 365
• Outlook
• Teams
• Word
• Excel
• PowerPoint
• Reporting
• Invoice Processing
• Vendor Management
• Procurement
• Time Management
• Problem Solving
• Confidentiality
• Onboarding Support

• Administrative
• Customer Service & Support
• Finance & Accounting
• Management & Leadership

Expérience minimale

2+ ans

Postuler avant le

5 sept. 2026

Langue de l’offre

anglais

Heures de travail

40 heures par semaine

Niveau d’expérience

Mid-Senior level

Mode de candidature

La candidature directe est offerte