Administrative Assistant, Event Sales - Toronto (1 year contract)

Company Description

We’re looking for a detail-oriented and dependable Event Administrator to be an essential part of our Events team. In this role, you’ll be at the heart of our operations—supporting our team, connecting with clients, and keeping everything running smoothly behind the scenes.

As the first point of contact for general inquiries, you’ll assist with client communication and help coordinate the flow of information between team members. You’ll also manage departmental reporting, track expenses, organize supplies, and ensure the team has everything needed for seamless daily operations.

If you enjoy being a reliable, supportive presence that keeps a busy events department running like clockwork, this is the perfect opportunity to join a passionate, collaborative team.

What's in it for you?

• Paid vacation, sick, and personal days
• Comprehensive health, dental, and vision benefits, including enhanced mental health coverage
• Discounted gym membership
• Access to our Employee Assistance Program for confidential support
• Group life and disability insurance
• 50% dining discount at all O&B restaurants for you and up to three guests
• RRSP matching
• Tuition reimbursement for continued learning and professional growth
• Employee Referral Program
• Join one of Canada’s leading hospitality companies, where a wide range of exciting internal career opportunities await!

Job Description

An events assistant plays a vital support role in the daily success of the O&B Events Department. This role will be directed by daily business needs, and will require a team member who has excellent communication skills and is fanatical about detail when providing customer service and completing general administrative duties.

The day to day:

• Serve as the primary point of contact for general inquiries via email and telephone, including accurately logging all inquiries.
• Prepare initial responses to client inquiries and assign them to the appropriate team members for follow-up.
• Prepare and distribute daily, weekly, and monthly departmental reports.
• Coordinate interoffice mail distribution schedules and materials.
• Track, maintain, and report on departmental expenses.
• Manage inventory and oversee the ordering of materials, supplies, and services for the O&B Events Sales team.
• Coordinate with internal partners and external suppliers to ensure the Sales team has everything needed for daily operations, including items such as gift bags and chocolates from O&B Artisan, gift cards, marketing materials, and business cards.
• Perform general clerical and administrative duties, including photocopying, mailing, filing, and maintaining organized Events department files.
• Support the management team with assigned project-based work, which may include drafting and editing documents, correspondence, and assisting with basic accounting functions.
• Provide ongoing support to the Events team as needed, including additional duties and responsibilities as assigned.

Qualifications

• 1–3 years of experience in a similar administrative role.
• Exposure to, or experience in, a sales and/or event planning environment is considered an asset.
• Experience performing basic accounting functions is an asset.
• Practical working knowledge of Microsoft Office applications.
• Self-motivated, flexible, and able to work independently with confidence.
• Ability to multitask and adapt priorities in a fast-paced, ever-changing environment.
• Excellent verbal and written communication skills, with polished and professional telephone etiquette.
• Strong customer service skills paired with impeccable personal presentation.
• A keen eye for detail and a high standard of accuracy.
• Available Monday to Friday, Daytime.
• Legally eligible to work in Canada.

Additional Information

This is a current vacancy

This role is a 12 month contract role with possibility of extension or promotion into Event Specialist Role. 

Salary Range: $40,000-$48,000

AI Disclosure
To ensure a fair and efficient recruitment process, some aspects of candidate screening may be conducted using AI software. All assessments and outcomes are reviewed by our human recruitment team to provide thoughtful, personalized consideration. We are committed to transparency and respect, ensuring a welcoming experience for every candidate.

Accessibility & Accommodation
Oliver & Bonacini is committed to providing an inclusive recruitment process. If you require accommodation or support during any stage of the hiring process, please let us know. We will work with you to ensure your needs are met in a respectful and timely manner.

Equity, Diversity & Inclusion
We value and embrace diversity in all forms and encourage applicants from all backgrounds to apply. Our recruitment practices are designed to ensure fairness, equity, and opportunity for every candidate