Description

Your Role

As the Office Assistant, you will play a key role in ensuring the smooth day-to-day operation of our office while maintaining a welcoming, polished, and high-performing workplace environment. This position combines facilities coordination, office operations, administrative support, and employee experience responsibilities. You will help create an organized and efficient workspace for our team, support leadership with administrative tasks, and contribute to a positive experience for employees, clients, and visitors.

This is a full-time, temporary role.

What You Will Do

Serve as primary support for front desk and office coordination functions, assisting with visitor hospitality, phone coverage, and daily office operations as needed. Maintain the overall appearance, organization, and functionality of the office, ensuring common areas, conference rooms, workspaces, pantries, kitchens, and the Materials Library remain clean, organized, and client-ready at all times. Provide a full range of office operations and facilities support for an office of 25+ team members. Assist with employee onboarding, including workspace setup, office tours, and ensuring a seamless new hire experience. Support staff with office moves, seat changes, workstation setup, laptop imaging, equipment installation, and relocation of office items as needed. Monitor, organize, and replenish office, pantry, and workplace supplies, while coordinating sample returns and inventory needs. Coordinate the setup and breakdown of internal meetings, client presentations, and office events, including room preparation, food and beverage arrangements, and post-meeting cleanup. Maintain conference rooms and collaboration spaces by ensuring furniture is arranged appropriately, supplies are stocked, and presentation tools are ready for use. Support mailroom operations, including receiving, distributing, shipping, and tracking packages and deliveries. Assist with the maintenance and organization of the Materials Library, including coordinating sample returns, communicating with vendors, packing materials, and preparing outgoing shipments. Monitor kitchen and pantry areas throughout the day, including stocking supplies, loading and unloading dishwashers, and ensuring spaces remain clean and organized. Provide calendar management support for the Managing Director. Assist the Managing Director with expense reporting and administrative tasks. Support the preparation and maintenance of operational reports, including staffing, productivity, and other business metrics. Provide general administrative and operational support to studio and other departments as needed.

Your Qualifications

3+ years of experience in office operations, facilities, workplace services, hospitality, or administrative support within a professional corporate environment. Professional, polished, and customer-service-oriented demeanor with strong interpersonal skills. Ability to work onsite Monday through Friday, 8:30 AM–5:30 PM. Self-motivated with the ability to take initiative, prioritize responsibilities, and work independently. Collaborative team player who is willing to support colleagues and contribute beyond core responsibilities. Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment. Excellent verbal and written communication skills. Proficiency with Microsoft Outlook, Teams, and Microsoft Office applications. Ability to lift, move, and organize office supplies, packages, materials, and equipment as required. Strong attention to detail and commitment to delivering a high-quality workplace experience. The hourly rate for this role will be $30 CAD.

Life at Gensler

At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions, our offices reflect our people’s diverse interests.

NOTICE TO APPLICANTS

We are proud to be an Equal Employment Opportunity and Affirmative Action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under appliccable regulatory laws.

Individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with applicable regulatory laws.

Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us.

Regarding Gensler’s approach to recruiting new talent, we will never ask an applicant for sensitive or personal financial information during the recruitment process. We advise all applicants seeking employment with Gensler to review available information on recruitment fraud. Anyone who suspects that they have been contacted by someone falsely representing Gensler should email talentacquisition@gensler.com.