Office Assistant

Prospectors & Developers Association of Canada (PDAC)

Office Assistant One-year, full-time fixed-term contract position

Hiring Range: $45,630 - $57,038 on an annual basis Placement within this range is based on relevant experience and internal equity.

Position Context: This posting is for an upcoming vacancy. Working Arrangement: In person.

The Role: Reporting to the Director of Operations & Human Resources, you are a personable, organized, and reliable team player who thrives in a dynamic, people-focused environment and is comfortable working in person at our downtown office location. This role combines reception, office coordination, and administrative support responsibilities that are essential to the smooth day-to-day operation of the office. You are comfortable using and learning a variety of software applications and digital tools to support your work.

As the first point of contact for guests, visitors, and staff, you bring professionalism, discretion, and tact to every interaction. You enjoy building positive relationships and providing exceptional service. Equally comfortable managing reception activities and supporting office maintenance and workplace needs, you take pride in creating a welcoming, organized, and well-functioning environment for employees and visitors. Resourceful and adaptable, you are skilled at balancing multiple priorities, anticipating needs, and contributing wherever support is required.

What You Will Do:

• Guest Services: Greet and welcome guests and visitors as they arrive at the office; answer and direct incoming calls, respond to inquiries professionally, and provide assistance as needed.

• Office Maintenance: Help maintain a clean, organized, and welcoming office environment. Monitor office and kitchen areas to ensure they remain well-stocked and functional.

• Supply Ordering: Manage inventory levels and order office, kitchen, and other workplace supplies to support daily operations.

• Administrative Support: Provide a wide range of administrative support to the Operations and Human Resources functions, including preparing forms, surveys, questionnaires, presentations, and other business documents using Microsoft Office applications and other applicable technologies and software tools.

• Task Coordination and Reporting: Use project management tools effectively to coordinate tasks and track progress.

• Meeting Space Coordination: Prepare meeting room spaces and ensure rooms are properly configured; assist with catering and food orders as required.

• Shipments and Deliveries: Sort and distribute incoming mail and courier deliveries; coordinate outgoing shipments.

• Other Duties as Assigned: Perform other related duties as assigned based on organizational needs.

Qualifications Required:

• Proven experience in a receptionist or administrative role.

• Strong organizational skills and attention to detail.

• Professional, friendly and discreet demeanor with excellent interpersonal skills.

• Strong verbal and written communication skills.

• Ability to manage multiple tasks in a dynamic work environment.

• Proficient with Microsoft Office Suite.

• Experience with project management tools, specifically Asana, is a plus.

• Experience with design tools such as Canva or Adobe Creative Suite is a plus.

• Knowledge of or experience with CRM systems or other client/database management tools is a plus.

This is an in-person role. The successful candidate will be required to be present at the office to complete all tasks and identified responsibilities. Our office is located at 170 University Avenue, Suite 800, Toronto.

Applicants are requested to submit a cover letter and resume to hiring@pdac.ca

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.

The PDAC is an equal opportunity employer, and we value diversity. The PDAC will provide, on request, accommodations for disabilities to support your participation in all aspects of the recruitment process.