Administrative Assistant

About the role:

Burson is looking for a positive, organized and service-oriented Office Administrator to join our Toronto office in a permanent, ongoing role supporting our office, employees and leadership team.

This existing opportunity is a hands-on position supporting the day-to-day needs of the office while working closely with our administrative team, executives and the People Team. We are looking for someone who is comfortable working in a fast-paced environment, can quickly pick up ad hoc requests and enjoys creating a welcoming, organized and positive workplace.

The successful candidate will be expected to work from our Toronto office a minimum of four days per week.

Key responsibilities:

Office & Administrative Support

• Provide day-to-day administrative and operational support across the Toronto office.
• Respond to ad hoc office requests and help resolve day-to-day needs as they arise.
• Work closely with the existing administrative team on all aspects of office operations and employee experience.
• Coordinate with vendors, building services and other external partners.
• Order and manage office supplies, refreshments, catering and other office needs.
• Prepare meeting rooms and common spaces for internal and external meetings.
• Welcome and support visitors, clients and colleagues from other Burson and WPP offices.
• Help ensure the office remains organized, professional and welcoming.

Executive & Leadership Support

• Provide day-to-day administrative support to members of the Canadian leadership team.
• Manage calendars and coordinate internal and external meetings, appointments and scheduling as required.
• Support meeting preparation, including agendas, materials, room bookings, catering and other logistics.
• Coordinate travel arrangements, reservations and itineraries as needed.
• Support expense reporting and other administrative requirements for members of the leadership team.
• Assist with client and executive meetings, including dining arrangements and other hospitality needs.
• Anticipate administrative needs and proactively help leadership manage competing priorities.
• Handle confidential and sensitive information with discretion and professionalism.
• Provide additional ad hoc executive support as needs arise.

Meetings & Events

• Support the planning and execution of internal events, staff meetings, client meetings and office celebrations.
• Coordinate catering, refreshments, room set-up, reservations and other event logistics.
• Support executive and client meetings, including dining arrangements and meeting preparation.
• Liaise with vendors and coordinate deliveries and services.
• Partner closely with the administrative team on office social events and other employee activities.

People & Culture

• Support the onboarding of new employees, including welcoming new joiners, office tours and workplace familiarization.
• Partner with the People Team and the administrative team on employee events, celebrations and workplace initiatives.
• Support employee milestones, recognition and gifting activities.
• Help maintain a welcoming, inclusive and positive office environment.
• Pick up additional People & Culture or office-related activities as required.

What You’ll Bring

• Approximately 4+ years of experience in office administration, office coordination, executive support, hospitality or a similar role.
• Previous experience working in a busy professional office environment.
• Experience providing administrative or executive support to senior leaders.
• Strong organizational skills and excellent attention to detail.
• A proactive, hands-on and service-oriented approach, with a willingness to step in wherever support is needed.
• Ability to manage multiple requests, calendars and changing priorities with minimal supervision.
• Strong interpersonal and communication skills.
• Experience coordinating meetings, catering, vendors, travel and/or events.
• Confidence interacting with senior leaders, clients, visitors and external vendors.
• Sound judgment and discretion when handling confidential or sensitive information.
• Working knowledge of Microsoft Outlook, Teams and the Microsoft Office suite.
• Ability to work from the Toronto office a minimum of four days per week.
• Immediate or near-immediate availability is strongly preferred.

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