Entry level admin assistant Jobs in Oakville, ON

We are

At Synechron, we believe in the power of digital to transform businesses for the better. Our global consulting firm combines creativity and innovative technology to deliver industry-leading digital solutions. Synechron’s progressive technologies and optimization strategies span end-to-end Artificial Intelligence, Consulting, Digital, Cloud & DevOps, Data, and Software Engineering, servicing an array of noteworthy financial services and technology firms. Through research and development initiatives in our FinLabs we develop solutions for modernization, from Artificial Intelligence and Blockchain to Data Science models, Digital Underwriting, mobile-first applications and more. Over the last 20+ years, our company has been honored with multiple employer awards, recognizing our commitment to our talented teams. With top clients to boast about, Synechron has a global workforce of 16,850+, and has 60 offices in 20 countries within key global markets.

Our challenge

The Administrative Assistant/Office Manager should ensure the efficient and smooth day-to-day operation of our offices. Responsibilities include meeting arrangements and logistics, greeting visitors, maintaining the office environment, and being the first point of contact for employees at each office location. The challenge for the Administrative Assistant/Office Manager is to ensure the seamless operation and organization of the office environment while balancing multiple responsibilities such as logistics, employee engagement, and vendor management. This role requires proactive problem-solving, excellent communication, and strong organizational skills to create a positive and efficient workplace experience for all employees and visitors.

Additional Information*

The base salary for this position will vary based on geography and other factors. In accordance with law, the base salary for this role if filled within Mississauga, ON is CAD $60k – CAD $65k/year & benefits (see below).

The Role

Responsibilities:

• Proactively maintain office (organization and cleanliness). Ensure common areas (conference rooms, open space, kitchen) are clean. Order, restock and replenish supplies (snacks, coffee, cleaning/office supplies, etc)
• Plan business meetings and necessary logistics for in-office events, including large meetings, client visits, board and executive sessions, and employee lunches
• Point of contact for employee engagement activities (onsite and offsite) including employee social activities; assist with logistics for other events and trainings as requested
• May assist in the preparation of regularly scheduled reports or presentations, including printing or specialty binding
• Update and maintain office policies and procedures
• Handle incoming phone calls and queries
• Maintain vendor relationships, contracts and research new deals and suppliers. Overall responsibility for budget
• Provide general support to visitors (order/activate badges and office access)
• Assist with desk and space allocations, including conference room bookings
• Assist with new employee onboarding including organization and distribution of new joiner kits, desk and badge allocations
• Handle incoming and outgoing mail and package distribution and shipping; collaborate with IT team for laptop distribution
• May assist with additional equipment ordering and deployment including employee cell phones
• Serve as alternative resource/backup for other Admins/Office Managers across other offices

Requirements:

• Expected to be in the office Monday through Friday, and as required for client visits, special events, or as requested by leadership. Please note this may include off-hours (weekends, evenings/early mornings). Additional flexibility may be provided when these events occur.
• Proven experience as an Administrative Assistant or Office Admin Assistant/Office Manager
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Administrative assistant will be a plus.

Preferred, but not required:

• Detail-oriented, ability to turn deliverables around quickly with a high degree of accuracy
• Strong analytical skills, ability to interpret business requirements and produce functional and technical design documents.
• Good time management skills – Ability to prioritize and multi-task, handling multiple efforts at once.
• Strong desire to understand and learn domain.
• Experience in a financial services/banking industry
• Ability to work in a fast-paced environment; to be flexible and learn quickly.
• Ability to multi-task with attention to detail/ prioritize tasks.

We offer:

• A multinational organization with 60 offices in 20 countries and the possibility to work abroad.
• 15 days (3 weeks) of paid annual leave plus an additional 10 days of personal leave (floating days and sick days).
• A comprehensive insurance plan including medical, dental, vision, life insurance, and long-term disability.
• Flexible hybrid policy.
• RRSP with employer’s contribution up to 4%.
• A higher education certification policy.
• On-demand Udemy for Business for all Synechron employees with free access to more than 5000 curated courses.
• Coaching opportunities with experienced colleagues from our Financial Innovation Labs (FinLabs) and Center of Excellences (CoE) groups.
• Cutting edge projects at the world’s leading tier-one banks, financial institutions and insurance firms.
• A truly diverse, fun-loving and global work culture.

Diversity & Inclusion are fundamental to our culture, and Synechron is proud to be an equal opportunity workplace and is an affirmative action employer. Our Diversity, Equity, and Inclusion (DEI) initiative ‘Same Difference’ is committed to fostering an inclusive culture – promoting equality, diversity and an environment that is respectful to all. We strongly believe that a diverse workforce helps build stronger, successful businesses as a global company. We encourage applicants from across diverse backgrounds, race, ethnicities, religion, age, marital status, gender, sexual orientations, or disabilities to apply. We empower our global workforce by offering flexible workplace arrangements, mentoring, internal mobility, learning and development programs, and more.

All employment decisions at Synechron are based on business needs, job requirements and individual qualifications, without regard to the applicant’s gender, gender identity, sexual orientation, race, ethnicity, disabled or veteran status, or any other characteristic protected by law.