Office Assistant jobs in Canada

Description of the company:

Our client is a prominent, mid-sized architecture and design studio in Toronto, recognized for their innovative and client-centered approach. Merging global design insight with local expertise, they prioritize open collaboration over rigid design norms.

Why is this role open:

Growth of the firm!

Responsibilities:

General Administration

• Handle reception duties: calls, mail, file management, and visitor support.
• Coordinate with property management and other staff.
• Provide executive support to Partners as needed.
• Assist with proposal preparation.
• Organize electronic filing on the shared drive.
• Lead planning of office events, including seasonal gatherings and staff-driven charitable initiatives.

Human Resources

• Oversee new hire onboarding and maintain the Company Policy Handbook.
• Manage office calendar, communicate updates, and coordinate annual staff reviews.
• Handle staff communication on leave, visas, and benefits.
• Track continuing education and update HRIS logs.
• Lead Joint Health and Safety Committee efforts.

IT, Security, and Document Management

• Manage office security systems, employee access, and alarm responses.
• Support IT with hardware purchases and coordinate setup for new hires.
• Assist with document recovery as needed.
• Assign workstations in shared desk areas, and coordinate with external IT consultants for computer monitoring and setup, ensuring new hires have fully operational workstations from day one.

Must haves:

• Experience: 3–5 years in office administration, ideally in a creative studio. CHRP designation is a plus.
• Skills: Exceptional attention to detail with the ability to produce accurate, well-coordinated documents in time-sensitive situations.
• Technical Proficiency: Skilled in MS Office (Word, Excel, etc.), Bluebeam (desirable), and comfortable with online data entry platforms required by clients and suppliers. Strong general tech and computer skills.
• Organization & Communication: Excellent organizational abilities, solid math skills for project expenses, and outstanding verbal and written communication.
• Qualities: A proactive, problem-solving self-starter who is assertive, adaptable, positive, and enthusiastic.

Work Environment:

In-Office

At Axis, we consider all applications without regard to race, sex, age, colour, religion, nationality, disability, sexual orientation, gender identity, or any characteristic protected by law. We encourage you to apply even if you don’t meet every single requirement. We don’t post all of the open positions so you might be a fit for a different role!