Office Administrator

JCWG is a Canadian boutique retail consulting firm specializing in customer-centric strategy, market research, retail operations, real estate, master planning, and foodservice.

Role Overview

We are seeking a highly organized Office Administrator with unwavering attention to detail to provide operational support to our team. In this role, you will ensure the seamless day-to-day functioning of the office, support senior staff and consultants, and maintain the administrative systems that drive business efficiency. You will play a key role in coordinating timelines, resources, and communications to keep multiple client projects organized, prioritized, and progressing on schedule.

• Location: The position can be based in Toronto (with the potential for hybrid across the GTA, with a minimum of 3 days per week in office) or our satellite office in Saint John, NB
• Employment: Full‑time
• Submission Information: Please submit your resume and a brief cover letter outlining your relevant experience and why you are a good fit for this role
• Email: ***email_hidden***
• Application Deadline: July 10, 2026
• Target start date: July 27, 2026

What You Will Do

Office Operations & Administration

• Manage day-to-day office functions
• Maintain organized physical and digital filing systems, including document control and version management for key office record, i.e., reports, proposals, presentations, contracts, NDAs, SOWs, etc.
• Support the administration of purchase orders, invoices, and supplier contracts
• Track and reconcile office expenses
• Serve as the primary point of contact for office-related inquiries from staff, clients, and external partners

Scheduling and Communications

• Schedule and coordinate internal and external meetings; prepare agendas, take accurate minutes, and circulate action items and next steps
• Manage calendars for senior team members as required

Project coordination

• Build and maintain project plans, timelines, hours tracking and critical paths; run weekly action logs
• Track milestones and drive on‑time delivery of projects

Quality & Compliance

• Meticulously proofread and review all internal and external communications, reports, presentations, proposals, and project documentation to ensure impeccable accuracy, consistency, formatting, grammar, and brand standards across every aspect of office operations
• Uphold QA standards (naming conventions, templates, proofing) and ensure data/privacy compliance for research

Business Support

• Coordinate field research, surveys, and vendor outreach; compile inputs for presentations and reports
• Assist in building client-ready decks (PowerPoint) and simple dashboards (Excel)
• Support RFP responses, credentials decks, and case‑study libraries; manage pipeline trackers and deadlines
• Conducting desk research with detailed tracking of sources
• Monitoring bid sites for public projects
• Curate social content and newsletters
• Manage mailing lists and support the distribution of newsletters and internal communications
• Assist with basic website updates on WordPress as needed

What You Will Bring

• Minimum 2 years of experience in an office administration or coordination role, preferably within consulting, professional services, retail, or foodservice environments
• College diploma or university degree in administration, retail, hospitality, or a related field
• Familiarity with retail and/or foodservice operations is an asset

Skills

• Exemplary command of MS PowerPoint, Word, Excel, and SharePoint/Drive. Experience with Power BI is also an asset
• Meticulous writer/editor producing precise meeting notes, emails, reports and timelines
• Experience with WordPress for basic website edits
• Comfort with AI tools and prompting, survey tools and CRM use
• Manage mailing lists

Key Traits & Attributes

• Anchor: steady under pressure, creates order from ambiguity, dependable follow‑through
• Highly organized: structures information, anticipates next steps, coordinates multiple threads cleanly
• Attention to detail: spots gaps/inconsistencies/grammar/spelling; strong version control and QA mindset
• Collaborative: builds trust with consultants, analysts, vendor partners, and clients
• Nice to have: Familiar with QuickBooks as well as creative tools like Canva, Adobe Acrobat/InDesign; Bilingual

Application Information

• Application Deadline: May 31, 2026
• Submission Information: Please submit your resume and a brief cover letter outlining your relevant experience and why you are a good fit for this role
• Email: ***email_hidden***
• Subject Line: Office Administrator Application – [Your Name]

Required Application Materials

• Current resume/CV
• Cover letter (maximum 1 page)
• 2-3 professional references (can include one academic, to be contacted at the final stage)

About JCWG

Founded in 1974, JCWG is a Canadian boutique retail consulting firm specializing in customer-centric strategy, market research, retail operations, real estate, master planning, and foodservice.

Retail and retail-related are our focus . Our firm includes staff specializing in retail and retail-related industries. The breadth and depth of our specialty units enable us to bring a holistic perspective and insights to each engagement.

Significant depth and breadth of expertise.  Having worked in retailing and foodservice, our entire team bring both practical and theoretical experience to our projects. This gives clients understandable insights and recommendations that are practical and actionable.

Retail and Market Research Analyses . Research is the foundation of all our projects. We have extensive experience conducting various retail market research studies, including:

• Qualitative methodologies that draw upon executive interviews, focus groups, mini groups, one-on-one interviews, ethnographic, and employee research.
• Quantitative methodologies that include online surveys, social media listening, telephone, and intercept research tools.

Professional affiliations  include the Retail Council of Canada, International Downtown Association, International Council of Shopping Centers, the Foodservice Consultants Society International, and the Human Resources Professionals Association (HRPA).

Global perspective and insights . We are the exclusive Canadian member of the Ebeltoft Group , an international consortium of retail consulting firms in 20 countries.

JCWG is an Equal Opportunity Employer committed to an inclusive, equitable, and accessible workplace.