Administrative Assistant

Job summary

The Administrative Assistant will manage daily office operations, including facility maintenance, vendor coordination, and calendar management. Additionally, the role involves providing backup reception coverage, processing mail, and supporting various departments with documentation and event planning.

Job details

Job Title: Administrative Assistant Location: 505 Hwy 7 #311, Thornhill, ON L3T 7T1 Employment Type: Part-time / Hourly / In Office Salary: $20.00 - $25.00 per hour Reason for Vacancy: New position Who we are: Established in 2008, My Insurance Broker is a proud family-owned and Canadian-operated brokerage. As one of Ontario's fastest-growing online brokerages, we have forged strong partnerships with Canada's leading insurance companies. With multiple offices across Southern Ontario and a dedicated support center in Richmond Hill, we are committed to delivering superior pricing, comprehensive coverage, and exceptional service to our clients. About the role: We are looking for someone versatile, organized, and customer-focused to join our team as a part-time Administrative Assistant. The ideal candidate acts as the reliable backup receptionist to welcome guests and handle calls, while providing dedicated office support. This role helps maintain smooth daily operations by bridging front-desk client care with general office support. Note: We are open to offering flexibility with daily start times. What you’ll be doing: Oversee day-to-day administrative operations across multiple GTA offices, including facility maintenance, vendor coordination, and repair requests. Serve as backup coverage for reception, warmly welcoming visitors and directing them to the appropriate person or department. Process, scan, and distribute incoming/outgoing mail, packages, and equipment shipments, while tracking deliveries and logging costs. Manage calendars, schedule meetings, and arrange travel for the executive team. Maintain and organize office and printer supplies, ordering items as necessary. Organize and maintain clear physical and digital filing systems so company records are maintained up to date. Prepare reports, spreadsheets, forms, and other documentation as required. Assist with planning employee engagement initiatives and company events. Assist with gifting for clients and staff to support employee recognition and client relationship building. Ensure all incoming invoices are sent to Accounting and assist the team with any administrative requests or follow-ups. Provide cross-departmental administrative support to staff, managers, and HR, performing additional duties as assigned. What we need you to bring: Undergraduate Degree in Business Administration or comparable professional experience. Ability to speak Mandarin or Cantonese is considered an asset. Previous experience as a receptionist, administrator, or office assistant is considered an asset. Proficient with MS Office (Excel, Word, and Outlook). Excellent verbal and written communication skills with exceptional phone and customer service etiquette. Strong organizational skills, high attention to detail, and the ability to maintain absolute discretion and confidentiality. Ability to work independently and as part of a collaborative team My Insurance Broker is an equal opportunity employer committed to fostering an inclusive, respectful, and diverse workplace. We are committed to providing accommodation upon request for applicants and employees with disabilities, in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage of our hiring process, please inform us and we will work with you to meet your needs. Your application will be reviewed by a member of our recruitment team who will carefully assess your qualifications - never AI. We thank all candidates for their interest, however, only those selected for an interview will be contacted.

What you’ll do

The Administrative Assistant will manage daily office operations, including facility maintenance, vendor coordination, and calendar management. Additionally, the role involves providing backup reception coverage, processing mail, and supporting various departments with documentation and event planning.

Requirements

Candidates must hold an undergraduate degree in Business Administration or possess comparable professional experience. Proficiency in MS Office and strong organizational and communication skills are required, with fluency in Mandarin or Cantonese considered an asset.

Listed skills

• Customer service · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Vendor Coordination · Preferred
• MS-Office · Preferred
• report preparation · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Receptionist duties
• Customer service
• Calendar management
• Travel arrangement
• Data entry
• Filing systems
• Report preparation
• Vendor coordination
• Facility maintenance
• MS Office
• Excel
• Word
• Outlook
• Communication skills
• Organizational skills
• Report Writing
• Facility Repair And Maintenance
• Administrative Support
• Organizational Skills
• Planning
• Microsoft Excel
• Accounting
• Artificial Intelligence
• Brokerage
• Business Administration
• Cantonese Chinese
• Spreadsheets
• Mandarin Chinese
• Customer Service
• Communication
• Confidentiality
• Customer Relationship Building
• Employee Engagement
• Invoicing
• Microsoft Outlook
• Operations
• Travel Arrangements
• Coordinating
• Filing
• Detail Oriented

Job areas

• Administrative
• Customer Service & Support
• Finance & Accounting
• Human Resources
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive