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