Canada Job Openings

Vaco

Office Coordinator - 1 Year Contract

Toronto

CONTRACT

November 25, 2024

About the Opportunity

Greets visitors and callers, in a professional, friendly and polite manner.
Prepares correspondence, communications, presentations and other documents as required.
Coordinates with building management for building access or maintenance purposes.
Completes administrative tasks for members of the senior leadership team, as needed.
Files and retrieves corporate documents, records, and reports.
Lead for Event Committee at head office, coordinate Annual corporate events.
Maintains supply levels and reordering for office supplies, kitchen supplies, and business cards.
Manages corporate accounts for purchasing supplies, sending mail and shipping packages.
Coordinates events, travel, board and committee meetings and special functions, including organizing for catering needs.
Sets up and cleans up board/meeting rooms, including catering and materials as required.
Acts as ‘host’ for video meetings, sending out links and entering/exiting guests online.
Minute taking at meetings, process approved minutes.
Manage corporate credit card and submit expense reports to Finance Department.
Schedule and coordinate meetings, appointments, and events, including organizing meeting rooms and catering arrangements.
Maintain and update office records, files, and contact lists, ensuring confidentiality of sensitive information.
Assist with the preparation of reports, presentations, and other documentation as required.
Assist in onboarding new employees by preparing materials and setting up workstations.
Collaborate with other team members to ensure the smooth functioning of office operations.
Provide back up support to Executive Assistant as appropriate
Assist with board meeting set up and preparation.

About You

Post-secondary education, degree, diploma or certificate in Office Administration or equivalent.
One to three years providing direct administrative support to one or more senior managers or executives.
Advanced computer skills with Microsoft Office products is mandatory.
Resourceful self-starter, with proven ability to consistently demonstrate proactive initiative.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Demonstrated proactive approaches to problem-solving with strong decision-making capabilities.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Superior interpersonal skills, able to interact with all levels in a professional, positive manner, able to build relationships and be a team player.
Excellent communication skills, both oral and written, including a strong knowledge of grammar, spelling and proof-reading abilities.
Able to compose and prepare professional documentation, letters, memos, reports and written presentations.
Highly organized, possessing a solid ability to plan and follow up.
Possess sound judgement and the ability to effectively problem solve or escalate accordingly.
Able to work independently and within a team environment.
Able to multi-task, manage and meet deadlines and adapt easily to change.

Hourly Rate
$24 - $27/hr

How to Apply
Click the “Apply Now” button and follow the instructions to submit your resume. Please note that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #430711.

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
Virginia residents may access our state specific policies here.
Residents of all other states may access our policies here.
Canadian residents may access our policies in English here and in French here.
Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:

the individual’s skill sets, experience and training;
licensure and certification requirements;
office location and other geographic considerations;
other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.

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