Job Description

Position: Office Administrator / Jack or Jill of All Trades

Location: Toronto, ON (Onsite 5 days)

Industry: Financial Services

Type: Full-time, Permanent

About the Company

We’re representing a small but mighty financial firm known for its entrepreneurial spirit, dynamic culture, and top-tier talent. This is not your average corporate environment - it’s fast-paced, people-driven, and full of personality. Their office is modern and vibrant, complete with a lounge, terrace, and even a personal bar — the kind of place where business meets energy.

If you’re the type of person who thrives in a high-performance setting, enjoys variety in your day, and doesn’t mind rolling up your sleeves (even if that means swapping out a beer keg before an investor event), this role is for you.

About the Role

We’re seeking a professional, proactive, and resourceful Administrative Assistant who’s truly a Jack or Jill of all trades . This person will be the glue that keeps the office running smoothly — from welcoming guests and coordinating events to supporting leadership with administrative and operational tasks.

You’ll wear many hats and be part of a close-knit team that values initiative, adaptability, and a strong work ethic.

What You’ll Do

Reception & Office Coordination (back-up only)

Serve as backup coverage for the Receptionist during vacations, illness, and lunch breaks.

• Greet visitors and clients with professionalism, warmth, and energy — you’re the first impression of the firm.
• Manage incoming calls and correspondence efficiently and courteously.
• Coordinate couriers, mail, and internal communications.
• Keep the office running like clockwork — whether that means scheduling maintenance, liaising with vendors, or ensuring supplies are stocked and spaces are spotless.

Hospitality & Event Coordination

• Take ownership of the office atmosphere — maintaining meeting rooms, the lounge, terrace, and even the golf simulator area.
• Maintain a clean, organized, and well-stocked office environment, ensuring all work areas, meeting rooms, kitchens, and lounge spaces remain tidy and professional.
• Coordinate and set up internal events, investor meetings, and social gatherings.
• Manage catering, décor, and vendor relationships to ensure each event feels seamless and elevated.
• Handle the details that make a difference — from arranging florals to restocking beverages and supplies.

Administrative & Project Support

• Provide administrative support to the Manager, Office of the CEO, including tasks such as setting up new employees, booking training sessions, preparing workstations, coordinating onboarding materials, maintaining employee files, organizing team meetings, and assisting with various administrative duties and special projects as requested.
• Support office staff with a variety of administrative and logistical tasks, including guest list management, creating event badges, tracking sports tickets, booking meeting space, arranging travel, preparing meeting materials, and managing expense submissions
• Assist with monthly site sign creation, coordinate installations, liaise with vendors, and arrange advertising placements as needed.
• Assist with event marketing materials, reporting, tracking of attendees and budget management.
• Maintain and update internal contact lists, Intranet, seating charts and shared resources to ensure accuracy and accessibility.
• Provide general office support such as ordering supplies, maintaining on-line filing systems, and ensuring administrative processes run smoothly and efficiently
• Assist executives with special projects and provide administrative support as requested.
• Pitch in wherever needed — no task is too big or too small.

Who You Are

• Adaptable: You thrive in a fast-paced, ever-changing environment.
• Hands-on: You’re not afraid to jump in and get things done — whether that’s organizing an event or troubleshooting a last-minute issue.
• Personable: You have a confident, engaging presence and enjoy building relationships.
• Detail-oriented: You balance creativity with structure, ensuring things run smoothly behind the scenes.
• Resilient: You can handle Type A personalities and hold your own in a dynamic workplace.

What You Bring

• 3–5 years of experience in an administrative, office coordination, or hospitality role (preferably in a corporate or professional services setting).
• Exceptional organizational and multitasking skills.
• Polished communication — written and verbal.
• Proficiency with Microsoft Office Suite; Salesforce or CRM experience is an asset.
• Experience in event coordination or office management is a plus.
• A sense of humor, strong initiative, and a genuine “can-do” attitude.

Perks

• Work in a beautiful, modern downtown office space.
• Exposure to a high-performing, professional environment with a fun culture.
• Flexibility in your day-to-day tasks — every day is different.
• Regular team events, investor gatherings, and social activities.

Poly Tech Talent is committed to an inclusive and equitable recruitment process. Accommodations are available upon request throughout all stages of selection.

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