Office Administrator and Events Coordinator, Toronto

Office Administrator and Events Coordinator Location: Toronto (Head Office)

About the Role We are seeking a highly organized and detail-oriented Office Administrator and Events Coordinator to anchor the smooth operation of our offices and support employees across Canada, while serving as the primary lead for planning and executing our organizational events. This dual‑focus position is vital for maintaining a professional and high‑functioning environment, providing comprehensive administrative, logistical, and executive support from managing day‑to‑day office systems, vendor relationships, to end‑to‑end event coordination.

Key Responsibilities

Administrative Management: Ensure continuous operation by managing inventory for all office supplies, kitchen stock, and equipment, proactively placing and organizing orders. Manage all incoming communication, including screening and directing phone calls, and handling general administrative inquiries professionally.

Event Planning&Execution: Lead the comprehensive planning and execution of key events, such as the annual staff retreat and the Toronto holiday party, managing timelines, budgets, and attendee lists. Source, negotiate, and manage vendor contracts for all local events, focusing on catering, A/V, and venue logistics.

Logistics&Support: Arrange and manage all aspects of staff and executive travel, including booking flights, accommodations, transportation, and creating detailed itineraries. Oversee all on‑site event logistics, including room setup, vendor coordination, registration, execution, and post‑event tear‑down and reconciliation.

Financial&External Support: Process and accurately record incoming general and tribute donations, dispatching personalized tribute cards in a timely manner. Serve as the primary contact for inquiries related to Toronto burial plots. Provide administrative support for the Bingo program by accurately reconciling monthly revenue receipts.

What You’ll Bring

A College diploma or equivalent combination of education and experience, preferably in Business Administration, Office Management, or Event Planning.

Minimum of 3–5 years of progressive experience in office management, executive administrative support, and coordinating internal or external events.

Advanced proficiency with MS Office products (Outlook, Excel, Word, PowerPoint) and office management software.

Proven experience in event coordination, including managing vendor relationships, logistics, and on‑site setup and tear‑down.

Exceptional organizational skills and a proven ability to prioritize, manage multiple tasks, and meet tight deadlines.

Excellent written and verbal communication skills, with a strong aptitude for proofreading and detailed documentation.

A high degree of discretion and professionalism when handling sensitive information and interacting with internal and external parties.

A service‑oriented approach, taking ownership of tasks and demonstrating a high level of initiative.

Work Environment and Expectations This role primarily takes place in a standard office setting and requires the ability to manage frequent interruptions. You should be prepared for a fluctuating workload, with periods of high intensity leading up to and during coordinated events. Physical requirements include consistent use of a computer, occasional lifting of event supplies (up to 25 lbs), and the ability to be on your feet for prolonged periods during event setup, execution, and tear‑down.

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