++Job Purpose++
As a member of Welke Customs Brokers Ltd. (Welke) the administrative assistant will provide administrative and clerical support to ensure efficient operation of the office, while also serving as the first point of contact for visitors and callers. This role involves managing front-desk responsibilities such as greeting guests, handling incoming calls, scheduling appointments, as well as supporting office staff with document preparation, data entry, filing, part of the social committee duties, and other administrative tasks to contribute to the smooth and professional functioning of the organization. Welke is seeking a talented and experienced Administrative Assistant to join our team in Toronto for a 3--6-month contract with possible extension. This role is FT in office 5 days a week.
The Administrative Assistant is responsible for providing day-to-day senior level administrative support to the Executive Team at our 116 Skyway Toronto office location.
++Responsibilities++
++1. Office Support++
- Preparing reports, presentations, and spreadsheets
- Replying to emails
- Filing documents (physical and digital if needed)
- Managing correspondence (email, letters, memos)
- Couriers
· Assisting with scheduling and travel
++2. Communication++
- Answering phones and directing calls; phone relief for lunch/breaks
- Drafting and proofreading documents
- Liaising between departments or with external partners
- Communicating with colleagues
++3. Tech \& Systems++
- Using software like Microsoft Office, Google Workspace, etc.
- Managing databases or CRM tools
- Supporting virtual meetings (Zoom, Teams)
++Receptionist Responsibilities++
++1. Front Desk Operations++
- Greeting visitors and clients warmly
- Signing in guests and notifying staff of arrivals
- Maintaining visitor logs and security protocols
++2. Phone \& Communication++
- Answering and routing incoming calls
- Taking messages and forwarding to appropriate contacts
- Responding to general inquiries (phone, email, or walk-in)
++3. Administrative Tasks++
- Sorting and distributing mail
- Booking meeting rooms
- Handling deliveries and couriers
- Assisting social committee and executives with events
· Other duties as assigned
++CUSTOMER SERVICE++
The successful candidate will be required to develop strong relationships with internal stakeholders/executives. As a representative of Welke, this candidate will have an open, and inclusive mindset with a strong focus on customer service with all external customers
++Education and Experience++
- Minimum 2-5 years of administrative experience reporting directly to senior management
- Experience supporting more than one executive at the same time
- Excellent knowledge of MS Office
- Exemplary planning and time management skills
- Up to date with advancements in office tools and applications
- Ability to multitask and prioritize daily workload
- High level verbal and written communications skills
- High level of discretion and confidentiality
- Exceptional interpersonal skills and professional demeanor
- Excellent verbal and written English communication skills
- Forward thinking, proactive, "can do" approach
++Working Conditions++
- Professional office setting.
- Role requires standing, sitting and walking for moderate periods of time.
- Required to participate in industry events, networking activities and client meetings.
- May require some lifting of supplies and materials up to 20lbs (i.e. -- package of paper or other finance related items).
- May be required to visit/tour a Customer/Client premises when requested.
++Other++
- Criminal Background Check is required (completed and on file).
- Must be prepared to maintain professional and technical knowledge by attending workshops, seminars or conferences as required.
- A valid driver's license and access to a vehicle when needed is required.
This job description is provided as a guideline only. It is not meant to be exhaustive. A jobholder may be required to perform other duties which are not expressly listed but are in keeping with the general purpose of the role. Other tasks may be assigned based on organizational needs. We reserve the right to make changes to this job description in response to changing job requirements. Reasons for such changes include, but are not limited to, changes in technology, business practices, legal and regulatory requirements, organizational structure, reporting relationships, etc.
