Job Description

The Office Administrator plays a pivotal dual role, split between providing high-level administrative support to the Executive Team (60%) and managing the daily onsite workplace experience (40%). This position serves as the first point of contact for employees and visitors, requiring a polished, professional demeanor and the ability to handle confidential information with absolute discretion. This is a 100% onsite role based in Vaughan, ON, with a planned permanent relocation to Markham, ON, in October 2026.

Key Responsibilities

Executive Administrative Support (60%)

• Calendar & Meeting Management:Provide basic calendar management for executive leaders, including scheduling across various time zones, booking rooms, coordinating catering, and preparing agenda materials.

• Travel & Expense Management:Arrange all international travel logistics (flights, hotels, ground transport) and accurately prepare and track executive expense reports.

• Documentation & Presentation Support:Draft, proofread, and maintain organizational charts, SharePoint documents, high-quality correspondence, PowerPoint slide decks, and Excel reports.

• Onboarding Support:Coordinate desk setups and welcome packages for incoming C-suite employees to ensure a seamless onboarding experience.

• Invoice Processing:Serve as a vital conduit to Operations and Procurement leaders to process vendor invoices.

Workplace Experience & Operations (40%)

• Reception & Visitor Relations:Act as the face of the office; greet visitors, answer general operational inquiries, and maintain a spotless, organized, and presentable reception area.

• Facilities & Maintenance:Administer building maintenance requests, manage employee/visitor security access badges, and take full ownership of the cleanliness and visual appeal of common areas and coffee stations (including refilling/maintaining machines).

• Inventory Management:Monitor, order, and stock office inventory, including general office supplies, kitchen/cleaning supplies, PPE, and promotional items.

• Meeting Room Readiness:Manage meeting room calendars, wipe down whiteboards, and ensure boardrooms are fully stocked and prepped for upcoming internal or external sessions.

• Office Culture Support:Assist in planning and executing office initiatives, including holiday celebrations, charitable initiatives, and team-building activities.

• General Support:Fulfill other general office responsibilities and duties as assigned by the management team.

Knowledge, Skills & Abilities

• Experience & Education:Minimum of 3 years of experience in office administration. Post-secondary education in administrative support, office administration, or a related field is preferred.

• Technical Proficiency:Proficient computer skills with an in-depth, hands-on knowledge of Google Workspace (Docs, Sheets, Slides, Gmail).

• Attention to Detail:Extreme attention to detail; meticulous and methodical in the execution of data, reporting, and administrative tasks.

• Professionalism:A polished and professional demeanor with a positive, enthusiastic, and dependable attitude.

• Work Ethic & Autonomy:A self-starter who requires minimal supervision, works well independently, and adapts quickly to changing team priorities.

Mobility Requirement:Must possess a valid G License and have everyday access to a reliable vehicle.

We thank you for your interest. Only those selected for an interview will be contacted.

GFL is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. If you are interested in applying for employment and need special assistance or an accommodation to apply for a posted position, please contact myworkdayrecruitment@gflenv.com

Please note that GFL does not provide visa sponsorship for this position. Valid work authorization in the country where the job is located is required. Successful candidates will be required to provide valid documentation confirming their eligibility to work in the country where the job is located prior to their start date.

This hiring process may utilize machine-based systems to assist in screening and assessing applicants. Final selection decisions are made by our recruitment team.