28 Admin Assistant jobs in Ajax

About SHEIN:

SHEIN is a global fashion and lifestyle e-retailer committed to making the beauty of fashion accessible to all. We use on-demand manufacturing technology to connect suppliers to our agile supply chain, reducing inventory waste and enabling us to deliver a variety of affordable products to customers around the world. From our global offices, we reach customers in more than 150 countries.

Founded in 2012, SHEIN works with outstanding, creative, and capable peers. We share an energetic and open culture for capable people to discern, work and ignite as a team.

To learn more about SHEIN, please visit follow our Instagram @shein_ca and TikTok @sheinca_.

Responsibilities:

1. Oversee Office Administration: Assist in coordinating and managing office administrative procedures, contributing to the implementation of new processes and regular reviews to enhance operational efficiency.
2. Supply Management: Assist in managing warehouse and office supplies, including planning, ordering, usage analysis, and inventory audits to maintain optimal levels.
3. General Inquiries and Record Maintenance: Handle general inquiries, verify service providers' invoices, and maintain accurate and up-to-date records.
4. Data Management and Reporting: Help assemble data and prepare periodic and special reports, manuals, and correspondence. Maintain dashboards and trackers to monitor key performance indicators (KPIs).
5. Work Prioritization and Delegation: Support the establishment of work priorities, assist in delegating tasks to office support staff, and help ensure deadlines are met while procedures are followed.
6. Administrative Activities: Perform a variety of administrative tasks related to educational institutions, including admissions and other post-secondary processes.
7. Policy Administration: Assist in administering policies and procedures related to the release of records, ensuring compliance with government access to information and privacy legislation.
8. Office Services Coordination: Support the planning and coordination of office services, including accommodation, relocations, equipment, supplies, disposal of assets, parking, maintenance, and security services.
9. Budgeting and Financial Operations: Assist in conducting analyses and managing administrative operations related to budgeting, contracting, and project planning. Provide support in preparing operating budgets, maintaining inventory, and overseeing budgetary controls.
10. Support for Management Team: Provide administrative support to the management team, including scheduling appointments, organizing meetings and events, and preparing necessary reports.
11. Event Coordination: Assist in organizing team-building initiatives, holiday events, and activities that enhance organizational culture and employee morale.
12. Client and Stakeholder Interaction: Act as a point of contact for company interactions, responding to requests and questions from internal and external parties. Facilitate coordination between internal and external resources.
13. Additional Tasks: Complete additional tasks as directed by the management team, adhering to company processes and policies to support overall business goals.

Qualifications:

1. Education: Degree in Business Administration, Operations Management, or a related field.
2. Experience: 0-2 years of experience in an administrative or operational support role within a fast-paced environment.
3. Strong organizational and project management skills with attention to detail.
4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management and reporting tools; knowledge of SQL is a strong plus.
5. Good interpersonal and communication skills, capable of fostering positive relationships with team members, clients, and external partners.
6. Ability to work independently and collaboratively as part of a team.
7. Commitment to maintaining high standards of ethics, integrity, and professionalism.

SHEIN is an equal opportunity employer committed to a diverse workplace environment.

About SHEIN:

SHEIN is a global fashion and lifestyle e-retailer committed to making the beauty of fashion accessible to all. We use on-demand manufacturing technology to connect suppliers to our agile supply chain, reducing inventory waste and enabling us to deliver a variety of affordable products to customers around the world. From our global offices, we reach customers in more than 150 countries.

Founded in 2012, SHEIN works with outstanding, creative, and capable peers. We share an energetic and open culture for capable people to discern, work and ignite as a team.

To learn more about SHEIN, please visit follow our Instagram @shein_ca and TikTok @sheinca_.

Responsibilities:

1. Oversee Office Administration: Assist in coordinating and managing office administrative procedures, contributing to the implementation of new processes and regular reviews to enhance operational efficiency.
2. Supply Management: Assist in managing warehouse and office supplies, including planning, ordering, usage analysis, and inventory audits to maintain optimal levels.
3. General Inquiries and Record Maintenance: Handle general inquiries, verify service providers' invoices, and maintain accurate and up-to-date records.
4. Data Management and Reporting: Help assemble data and prepare periodic and special reports, manuals, and correspondence. Maintain dashboards and trackers to monitor key performance indicators (KPIs).
5. Work Prioritization and Delegation: Support the establishment of work priorities, assist in delegating tasks to office support staff, and help ensure deadlines are met while procedures are followed.
6. Administrative Activities: Perform a variety of administrative tasks related to educational institutions, including admissions and other post-secondary processes.
7. Policy Administration: Assist in administering policies and procedures related to the release of records, ensuring compliance with government access to information and privacy legislation.
8. Office Services Coordination: Support the planning and coordination of office services, including accommodation, relocations, equipment, supplies, disposal of assets, parking, maintenance, and security services.
9. Budgeting and Financial Operations: Assist in conducting analyses and managing administrative operations related to budgeting, contracting, and project planning. Provide support in preparing operating budgets, maintaining inventory, and overseeing budgetary controls.
10. Support for Management Team: Provide administrative support to the management team, including scheduling appointments, organizing meetings and events, and preparing necessary reports.
11. Event Coordination: Assist in organizing team-building initiatives, holiday events, and activities that enhance organizational culture and employee morale.
12. Client and Stakeholder Interaction: Act as a point of contact for company interactions, responding to requests and questions from internal and external parties. Facilitate coordination between internal and external resources.
13. Additional Tasks: Complete additional tasks as directed by the management team, adhering to company processes and policies to support overall business goals.

Qualifications:

1. Education: Degree in Business Administration, Operations Management, or a related field.
2. Experience: 0-2 years of experience in an administrative or operational support role within a fast-paced environment.
3. Strong organizational and project management skills with attention to detail.
4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management and reporting tools; knowledge of SQL is a strong plus.
5. Good interpersonal and communication skills, capable of fostering positive relationships with team members, clients, and external partners.
6. Ability to work independently and collaboratively as part of a team.
7. Commitment to maintaining high standards of ethics, integrity, and professionalism.

SHEIN is an equal opportunity employer committed to a diverse workplace environment.

Job Description

Do you love working in a fast pace environment, where you are constantly make meaningful contributions daily?

LOVE working with people in a small family like, entrepreneurial environment?

Passionate, dedicated and willing to grind even when the going gets tough?

We are looking for an amazing Executive Assistant who is:

• Passionate, dedicated and willing to persevere in the face of adversity
• The type of person who loves working in a small, family-like, entrepreneurial environment
• Great at supporting projects with multiple components and team members involved
• Great at implementing streamlined process methodologies to ensure team members are staying efficient and focused on objectives and outcomes

DETAILED ROLE OVERVIEW

Executive Support:

• E-mail filtering, organization and replies as per "Reaction Rules" of Director inbox
• Managing personal and work calendars for Director (i.e., booking, rescheduling, recurring events, etc.)
• Supporting Director in personal tasks and/or delegating to another team member as required
• Creating your role’s “Educational Resource” using SOP templates (i.e., documenting all processes/tasks so to create a centralized repository of custom workflows and best practices)
• Keeping the office rooms organized and in order
• Constantly looking for business process optimization opportunities where costs are minimal
• Play a critical role on the team in ensuring deliverables are always met accurately and on time
• Valid driver’s license with clean driving record

Project Ownership and Support:

• Provide project support and ownership, where needed.
• Ongoing project monitoring and project tracking across the team
• Ongoing assessment of potential delays affecting project deadlines highlighting key issues to the President
• Prepare project reports, presentations, and communications to a high standard

• Develop and implement efficiencies to streamline business processes
• Maintain all hard copy and digital records for on-going executive projects
• Comfortable learning, using and eventually automating some tasks using pre-existing software.
• Constantly follow up with necessary points of contacts
• Ability to Problem Solve - develop alternative actionable solutions when information is provided or self-attainable
• Strong sense of responsibility and ability to complete tasks with minimal supervision (initial training and support is always provided)
• Impeccable written and oral communications skills

Administrative Tasks:

• Answer phones and direct calls to appropriate team members
• Scanning, filing, faxing and filling of documents as needed
• Support Directors and Management with various requests for scheduling calls, meeting setup, etc.
• Joining meetings for note taking and sending out meeting minutes/follow up actions to team members
• Creation and management of all business contacts into outlook system
• Creation of Process documents to create standardization of processes
• Management and Organization of SharePoint site
• Payments to service providers/ vendors or depositing of cheques
• Organizing/Scheduling of activities or work required

Business Purchasing:

• Purchasing products/supplies/tools as required by the business regularly
• Ensuring receipts and records are kept of all items purchased as required by accounting team
• Ensure items are received and manage returns end to end where necessary

Required

· High Level of Organization: this is CRUCIAL for this role and for your success at our company.

· Detail oriented: Your will be involved in work that requires high attention to detail. Taking notes, listening, asking questions and double checking the work you do is extremely important.

· High Computer proficiency: Very comfortable on the computer using outlook, excel and other Microsoft products and learning new tools on the computer.

· Love to learn/ Growth Mindset: Whether it be new applications required, processes or ways we do things. The learning will be ongoing and continuous with the objective of improving what/how we do, simplifying and reducing complexity!

· Resourceful/Outcome focused: Using different approaches where existing don’t work to achieve the end goal

· Great listening skills: Whether instructions or to feedback

· Positive Attitude/Energy

· Team Player/Love to work with others

Required Experience/Education

o Post-secondary education in business, computers, or office management

OR/AND

Office Admin or Similar Position for 3-5+ years

Desired Experience

· Finance or accounting experience

· Excel Intermediate Level

· Outlook Expert Level

· SharePoint Intermediate Level

Hours of Operation: 9am - 6pm Monday- Friday

This role is very dynamic in nature and has a big impact to the team!

Efficiency is a big part of our company culture. To us this means being able to do more with less, always finding better, smarter and easier ways to do things without compromising quality. An example of this could look like automatic reordering of supplies regularly so you no longer have to, or adopting a new tool that makes a process so much simpler.

Organization is equally important. It enables your ability to be both efficient and effective. Organization to us means using tools (calendars, SharePoint and other internal tools) to keep things where they need to be. It also means taking appropriate notes when being assigned a task so that the task can be completed to meet expectations. Organization also includes having guides and documents created and in the right places so that yourself and others can easily refer back to be able to complete a task.

Being Detail oriented is key and we need an individual who has an amazing eye for details! Being detail oriented reduces the need to go back and forth between different individuals we work with (internal or external). We always strive to do things right the first time and learn from mistakes quickly so they never occur again. Details are also important in anything related to book keeping and reporting which the business relies upon.

Finally majority of what you will do will be on the computer. It’s CRUCIAL that you are extremely comfortable on the computer and using Microsoft programs such as Outlook, Excel and PowerPoint . Many of the tools we use can be learnt through online tutorials and courses, requiring you to be open to continuously self-learning to increase your efficiency and in turn making regular tasks easier for you and more impactful towards the team!

More about us:

Our company is comprised of an amazing team of individuals of diverse backgrounds, experiences and perspectives. We are lean in nature and most team members have multi-functioning positions within the company. We are approaching a decade of existence and have experienced tremendous growth and learnings throughout the years and as a result of the different ideas brought forward by past and current team members.

We praise new ideas, new methods of doing things and learning what works and what doesn’t. We promote thinking outside the box to solve problems and often look at how we can simplify or automate any process we do, freeing up valuable time of any team members and making tasks easier to complete!

We strive for an ever evolving company culture and team where we learn, grow and have fun with everyone we work with!

We are looking for the best fit candidate to join our journey and grow with us. If you feel the role description and culture are a perfect fit for you, we look forward to hearing from you and diving even deeper on the role, company and yourself!

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Job Description

Realtris Inc, a real estate company is seeking a highly organized and proactive Executive Assistant to join our dynamic team. This role is pivotal in ensuring the smooth operation of our executive functions, supporting our executive team- our COO and CEO with day-to-day administrative tasks, and facilitating communication across various departments. The ideal candidate will possess exceptional organizational skills and a keen attention to detail, ensuring that our executives can focus on strategic initiatives that drive our business forward. As an Executive Assistant at Realtris Inc, you will engage with diverse stakeholders, manage schedules, coordinate meetings, and assist in real estate admin tasks, all while contributing to a collaborative and fast-paced work environment. This is a fantastic opportunity for someone looking to make a substantial impact in a growing company while enhancing their professional skills in a supportive and innovative atmosphere. If you thrive in a fast-paced environment and are passionate about helping others succeed through effective organization and communication, we invite you to apply and join our team.

• Manage the executives' calendars, scheduling meetings, and prioritizing appointments.
• Coordinate and prepare agendas, materials, and meeting minutes for executive-level meetings.
• Serve as a point of contact for internal and external stakeholders, demonstrating professionalism and discretion.
• Assist in the preparation of reports, presentations, and other documents as needed.
• Maintain an organized filing system for all important documents and correspondence.
• Handle confidential information with integrity and discretion.
• Support project management tasks as assigned, ensuring deadlines are met. Collect and analyze information for decision-making purposes.

Requirements

• Proven experience as an Executive Assistant or similar role in a fast-paced environment.
• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
• Exceptional communication skills, both written and verbal, with an ability to convey information clearly and professionally.
• High level of discretion and confidentiality in handling sensitive information.
• Ability to work independently and collaboratively as part of a team.

Benefits

• Company events
• On-site parking
• Salary - $40,000 - $45,000 Per Annum

Job Description

Our client is a start-up financial services company in the banking and financial services sector. Thy are seeking an exceptional Executive Assistant to join their dynamic team and fast growing team. This permanent role, offering a competitive salary range, presents a unique opportunity to play a pivotal part in supporting the executive team and ensuring the smooth operation of the organization.

Become an Indispensable Asset to the Executive Team. This job opportunity has direct line of sight to growth in operations and senior management of the team.

Key Responsibilities:

• Liaise seamlessly between the bank and the company, fostering strong relationships and facilitating efficient communication.
• Manage the scheduling and calendars of the executive team, ensuring their time is utilized effectively.
• Proactively anticipate and address the day-to-day needs of the team, allowing them to focus on their strategic priorities.
• Coordination between different teams
• Understanding of a dynamic start-up environment
• Occasional requirement to work outside of normal business hours based on executives' needs
• Working from a Markham-based office 4 days a week, work from home Fridays.

• Demonstrate exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• Possess strong communication and interpersonal abilities, with the confidence to interact with stakeholders at all levels.
• Exhibit a keen eye for detail and a proactive mindset, anticipating the needs of the executive team before they arise.
• Showcase your proficiency in managing schedules, coordinating meetings, and handling a diverse range of administrative tasks.
• Demonstrate a deep understanding of the banking and financial services sector, with the ability to provide valuable insights and support.

• Minimum 2 years of experience as an Executive Assistant or in a similar high-level administrative role.
• Proven track record of providing exceptional support to senior-level executives.
• Excellent computer skills, including proficiency in Microsoft Office suite and experience with scheduling and project management tools.