Office Assistant (summer position) - richmond hill

Location: Midtown Toronto (On-site)

Hours: Monday to Friday, 8:30 AM – 4:30 PM (35 hours / week)

Term: Temporary position, for up to 4 months (possibly may extend)

Compensation: $20- $22 / hour + 4% vacation pay

About the Opportunity

This opportunity is with a client that is a professional, mission-driven non-profit organization working in health research with approximately 45–50 staff located in Midtown Toronto. The organization is committed to equity, inclusion, and maintaining a respectful and collaborative workplace environment.

This is a hands-on, on-site role supporting the day-to-day operations of a busy office. It is well-suited for an early-career candidate who is reliable, organized, and takes pride in maintaining a well-run and professional workplace.

About the Role

The Operations Support Associate (summer term) supports the smooth functioning of the office across front desk coordination, meeting and event logistics, basic technical support, and general workplace operations. This role requires a consistent on-site presence, strong attention to detail, and a proactive approach to identifying and addressing day-to-day operational needs.

Key Responsibilities

Front Desk & Office Coordination

• Act as the first point of contact for visitors, calls, and general inquiries
• Monitor and manage a general office email inbox, redirecting inquiries as appropriate
• Receive, sort, and distribute incoming mail and courier packages
• Maintain a professional, organized reception and office environment

Office & Workplace Operations

• Maintain a well-organized, functional, and professional office environment throughout the day
• Support the upkeep of common areas including kitchen, meeting rooms, and shared spaces
• Load and unload dishwasher and restock kitchen supplies (e.g., dishes, coffee, utensils)
• Monitor office supplies and place orders as needed
• Track inventory levels and follow up on deliveries
• Conduct a daily walkthrough of the office at the start and near the end of the day to:
• Identify any maintenance, cleanliness, or safety issues
• Flag items requiring attention (e.g., repairs, supply gaps, workspace readiness)
• Communicate with building management, maintenance, or cleaning staff as required
• Ensure issues are tracked and followed up to resolution

Meetings & Event Support

• Schedule meetings and coordinate meeting room bookings
• Set up meeting rooms including furniture, materials, and catering as required
• Set up and manage virtual meetings (Zoom, Microsoft Teams)
• Provide real-time support during meetings (e.g., admitting participants, troubleshooting audio/video issues)
• Take meeting notes and assist with preparing and distributing minutes when required
• Support basic event logistics for internal meetings or small events

Technology & Equipment Support

• Set up and troubleshoot projectors, screens, and audio-visual equipment
• Lower/adjust display screens and ensure meeting rooms are fully functional
• Provide first-level support for office equipment (printers, laptops, conferencing tools)
• Flag and escalate technical issues to IT support as needed

Procurement & Vendor Coordination

• Assist with ordering office supplies and tracking expenses
• Support vendor coordination (e.g., requesting quotes, following up on orders)
• Maintain simple records for purchases and inventory tracking

About You

• Diploma or degree in business or a related field
• Early-career candidates are encouraged to apply (including recent graduates)
• Strong communication skills (written and verbal)
• Organized, detail-oriented, and able to manage multiple tasks
• Reliable, punctual, and comfortable working fully on-site (office is 6 min walk from following TTC stations: St Clair and Summerhill)
• Comfortable using Microsoft Office (Outlook, Word, Teams; basic Excel)
• Willing to learn new systems and take direction
• Demonstrates a client service mindset and a proactive approach to work

Additional Requirements

• Able to perform light physical tasks (e.g., setting up rooms, moving supplies)
• Comfortable supporting hands-on, day-to-day office operations
• We’re looking for someone who is dependable, punctual, and respects established work schedules.

How to Apply

• Please submit your resume and cover letter as a single pdf document.
• We thank all applicants for their interest; however, only those selected for further consideration will be contacted.