Administrative Assistant

About Ascendant

Ascendant is a Canada-based global provider of B2B international payment solutions, with offices located in Toronto, Victoria, San Francisco, and Omaha. We are currently inviting applications for a dedicated Administrative Assistant to support our senior team and assist with the efficient running of day-to-day office activities.

Role Overview

This 7-month contract position, based in Toronto, involves providing detailed administrative and operational support to senior leaders including the President and CFO. The role requires presence at the office Monday through Thursday and demands a high level of organizational skill to juggle a variety of tasks within a fast-moving work environment.

Key Responsibilities

• Deliver comprehensive executive assistance covering complex calendar management, scheduling, and supporting special projects for top executives.
• Organize all aspects of both domestic and international travel including transportation, hotel bookings, detailed itineraries, and dining arrangements.
• Manage the processing and reconciliation of corporate expense reports and credit card expenditures, including necessary approvals.
• Arrange meetings and events, handle agendas, prepare meeting materials, coordinate AV and video conferencing, and secure venues and dining locations as needed, followed by tracking action items.
• Support office operations and employee activities, including special event planning.
• Maintain office supplies and inventory, oversee visitor logistics, manage conference room bookings, and address general office requirements.
• Keep the workplace organized, including attention to tidiness, plant care, dishwasher maintenance, and upkeep of shared areas.
• Act as a primary liaison for building management, including handling maintenance requests, key card administration, safety protocols, and vendor coordination.
• Collaborate with IT to manage technology needs related to video conferencing, new employee setups, and conference room equipment.
• Assist the Marketing team by supporting trade show logistics, handling booth materials, shipments, promotional items, and event registration.
• Coordinate procurement and distribution of gifts for clients and employees.

Qualifications and Requirements

• 1 to 2 years of experience in an administrative role or equivalent capacity.
• Post-secondary education or an equivalent qualification.
• Experience providing support to senior leadership is advantageous.
• Proficiency in Microsoft Office Suite.
• Excellent organizational and time management abilities to handle multiple concurrent priorities and meet strict deadlines.
• Capacity to perform well under pressure within dynamic and changing environments.
• Self-driven, proactive, and resourceful with strong confidence and energy.
• Outstanding verbal and written communication skills alongside interpersonal effectiveness.
• Customer service mindset with diligent follow-up and relationship management skills.
• Maintains confidentiality and handles sensitive information with discretion.
• Adaptable with a positive approach to evolving business needs and priorities.
• Meticulous attention to detail and demonstrated ability to manage several tasks efficiently.
• Must have legal eligibility to work in Canada.

Additional Information

Ascendant is dedicated to fostering an inclusive and accessible workplace where all individuals feel respected, valued, and supported. Accommodation is available throughout recruitment and assessment processes for applicants with disabilities upon request, ensuring fair participation.

Working Schedule and Location

This position is contract-based for seven months, requiring attendance onsite in Toronto from Monday to Thursday.

Salary

The annual compensation for this role is $50,000 CAD.