Job Description

Job Title: Receptionist / Executive Assistant / Office Administrator

Location: On-site, [Toronto Downtown]

Compensation: $50,000 – $65,000 per year (based on experience)

Industry: High-net-worth client services industry

About the Role

Our client is seeking a warm, organized, and professional Receptionist / Executive Assistant / Office Administrator to become the welcoming face of our firm and the go-to person for internal operations. This is a fully in-office role in Downtown Toronto that blends front desk responsibilities with executive support, client coordination, and general office administration.

We’re looking for someone who thrives in a people-focused, fast-paced environment and enjoys keeping things running smoothly. A type of person who takes initiative and adds positive energy to the space.

Key Responsibilities

Reception & Hospitality

• Act as the first point of contact for all clients and guests – greet them warmly and offer hospitality (coffee, water, etc.)
• Maintain a professional and welcoming front-desk area
• Coordinate courier and mail services (shipping, receiving, deliveries)
• Serve as liaison with IT, building management, and other service providers for office needs and issues

Executive Support (for Senior Management)

• Provide EA-level support to executives
• Manage inboxes, calendars, and travel arrangements
• Track follow-ups, prepare meeting materials, and support with ad-hoc administrative needs
• Maintain organization and oversight of time-sensitive priorities

Client Coordination

• Support business development activities and client engagement
• Schedule meetings, send confirmations, follow-ups, and recaps
• Update CRM with meeting notes, tasks, and progress tracking
• Help coordinate client gifting, events, onboarding packages, and memorable experiences (e.g. Raptors tickets)

Office & Culture Management

• Foster a positive office environment and warm team culture
• Maintain stock and inventory levels (supplies, snacks, kitchen items)
• Organize team events, staff birthdays, and anniversaries
• Support onboarding of new hires and internal coordination as needed

Administrative Support

• Assist with data entry and reporting using Excel and CRM tools
• Support operations and record-keeping in QuickBooks (a bonus, not a must)
• Work closely with the Senior Administrator on new business and client service tasks

What We’re Looking For

• 2+ years in a Receptionist, Executive Assistant, and Administrative role
• Strong organizational skills and attention to detail
• Warm, polished, and client-friendly demeanour
• Proficiency with CRM tools, Microsoft Excel, and project/task management systems
• Experience in financial services or insurance is a bonus, but not required
• A self-starter who enjoys being the glue of the office

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