Administrative Assistant

Job Summary

Ascendant is a global provider of international business to business payment solutions based in Canada with offices in Toronto, Victoria, San Francisco and Omaha. We are seeking a highly organized and proactive Administrative Assistant to join our team on a 7-month contract . This role will provide administrative and operational support to senior leadership while also assisting with office operations, meetings and events, travel coordination, and special projects. The ideal candidate is detail-oriented, adaptable, and able to manage multiple priorities with professionalism and discretion in a fast-paced environment.

This role will be based out of Toronto and will be required to be in office Monday-Thursday.

Salary: $50,000 CAD Annually 

Job Duties and Responsibilities (including but are not limited to)

• Provide comprehensive administrative and executive support to the President and CFO including complex calendar management, scheduling, and special projects.
• Coordinate domestic and international travel, including transportation, accommodations, itineraries, and dining reservations.
• Manage executive and corporate expense reporting, including reviewing, reconciling, and submitting corporate credit card expenses and team approvals.
• Coordinate meetings and events, including agendas, meeting materials, AV and video conferencing, accommodations, restaurant reservations, and follow-up on action items and deliverables.
• Support internal office functions, employee activities, and special events.
• Manage office supplies, inventory, visitor arrangements, conference room scheduling, and general office needs.
• Support day-to-day office management and maintain a clean, organized, and welcoming workplace, including general tidying, watering office plants, emptying the dishwasher, and ensuring shared spaces are kept neat and presentable.
• Serve as a key contact for building and office operations, including maintenance, key card access, safety requirements, and coordination with building management and vendors.
• Coordinate office technology and IT-related needs, including video conferencing and conference room requirements, in partnership with IT.
• Coordinate the ordering, delivery, and setup of IT equipment and technology needs for new employee onboarding, in partnership with IT and relevant internal teams.
• Provide backup support to the Marketing team, including trade show logistics, booth materials, shipments, promotional items, and event registration.
• Coordinate the procurement and distribution of client and employee gifts.

Qualifications & Requirements

• 1 - 2 years’ experience in an administrative assistant role or similar
• Post-Secondary education or equivalent
• Previous experience supporting senior leaders is considered an asset
• Computer proficient with Microsoft Office Tools
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Ability to work effectively under pressure in a fast-paced and changing environment.
• Self-motivated, proactive, confident, energetic, and resourceful.
• Strong written and verbal communication and interpersonal skills.
• Professional and customer-service oriented, with strong follow-up and relationship-building skills.
• High level of discretion and ability to handle confidential and sensitive information.
• Positive attitude with the ability to adapt effectively to changing priorities and business needs.
• Strong attention to detail and demonstrated ability to manage multiple tasks within time constraints.
• Must be legally eligible to work in Canada.

Ascendant is committed to fostering an inclusive, accessible environment where all employees and candidates feel valued, respected, and supported. We are dedicated to building a workforce that reflects the diversity of the communities in which we live and serve. Ascendant will provide accommodations throughout the recruitment, selection, and/or assessment process to applicants with disabilities. If selected to participate in the hiring process, please inform us of any accommodations you may require to ensure your equal participation.