Overview
Administrative Assistant Jobs in Toronto, Ontario, Canada at Arcadis
Title: Administrative Assistant
Company: Arcadis
Location: Toronto, Ontario, Canada
Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.
We are more than 36,000 people, in over 70 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.
Role description:
Arcadis is seeking a dependable, detail-oriented, and proactive Administrative Assistant to provide comprehensive administrative and coordination support to senior leaders and the broader team. This role combines executive-level support with team administration, document management, meeting coordination, and contribution to department-wide initiatives.
The ideal candidate is organized, adaptable, and enjoys working in a collaborative, fast-paced professional environment. This role offers a strong opportunity for someone who takes initiative, adds value through continuous improvement, and is interested in long-term career growth within a global organization.
Role accountabilities:
In this role, you will provide essential day-to-day administrative support to Directors and Management-level staff, managing and coordinating calendars, meetings, and appointments across internal and external stakeholders. You will monitor and manage shared inboxes, prioritizing, responding, and tracking follow-ups with discretion and professionalism when handling sensitive or confidential information. You will be proactive, self-motivated, and detail-oriented, comfortable learning new tools and leveraging technology to improve efficiency, and flexible and adaptable in a dynamic work environment.
You will coordinate meetings, both virtual and in-person, including preparing agendas, taking minutes, tracking actions, and ensuring timely follow-ups. Supporting team activities such as engagement events, onboarding logistics, and stakeholder meetings will be part of your responsibilities. As a professional point of contact, you will liaise effectively with internal teams and external clients, demonstrating strong interpersonal skills and a service-oriented mindset. You will be a collaborative team player committed to delivering high-quality results.
In this role, you will prepare, compile, and format reports, presentations, and documents in line with company standards, assist with data entry and basic analysis, and maintain organized filing systems for easy access and retrieval. You will also support proposal preparation by coordinating document compilation and sourcing required materials, maintain project trackers and dashboards, and assist with timesheet and expense processing. Your ability to adapt and use technology to streamline tasks will be valuable in maintaining accurate and efficient documentation and reporting.
Additionally, you will provide general administrative support to the broader team and identify opportunities to improve administrative processes and workflows. You will help support quality assurance, health & safety, and internal compliance requirements, and complete other administrative tasks as assigned by leadership, contributing to the continuous improvement and efficient operation of the team. You’ll work within a supportive, collaborative, and inclusive culture, gain opportunities for professional development and continuous learning, enjoy flexible work arrangements with exposure to a global organization, and hold a role where your contribution truly makes an impact.
Qualifications & Experience:
Required
- 0–3+ years of relevant administrative or office support experience
- Strong written and verbal communication skills
- Excellent organizational, multitasking, and time-management abilities
- High level of discretion, professionalism, and sound judgment
- Ability to work independently, manage changing priorities, and meet deadlines
Technical Skills
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)
- Experience with SharePoint or document management systems is an asset
Preferred / Assets
- Post-secondary education (Certificate, Diploma, or Degree in Office Administration or related field)
- Experience supporting management or technical teams in a consulting or professional services environment
- Experience with proposal coordination or preparation
- Knowledge of Microsoft Project, social marketing, websites, or infographics is an asset
Why Arcadis?
We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.
You’ll do meaningful work, and no matter what role, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you.
Together, we can create a lasting legacy.
Join Arcadis. Create a Legacy.
Our Commitment to Equality, Diversity, Inclusion & Belonging
We want you to be able to bring your best self to work every day which is why we take equality and inclusion seriously and hold ourselves to account for our actions. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity and affirmative action employer. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. We are dedicated to a policy of non-discrimination in employment on any basis including race, creed, color, religion, national origin, sex, age, disability, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status, or any other basis prohibited by law.
The salary range for this position is $58,000 – $87,000. The base salary represents Arcadis’ hiring range for this position. Actual salaries will vary and will be based on various factors, such as location, skills, experience, and qualification for the role.
