Admin Assistant II

Job summary

Welcome and direct visitors, manage reception communications and access, and maintain a professional office environment. Coordinate meetings and office logistics, provide administrative support across departments, and liaise with vendors and building management.

Job details

Ready to build a rewarding career in an industry that is growing? Who We Are We are Vale Base Metals – a global supplier of the critical minerals transforming the future. With industry-leading reserves of copper and nickel in Canada, Brazil, and Indonesia, and state-of-the-art infrastructure in the U.K., Canada, and Japan, VBM delivers a secure and responsible supply of high-quality products to customers across Europe, the Americas, and Asia. Global demand for critical minerals is growing exponentially. From energy to aerospace, batteries to magnets, robotics to artificial intelligence, a secure and responsible supply of critical minerals is fundamental to power modern technologies. And at Vale Base Metals, we are transforming our business to provide a secure and responsible supply of these minerals. Join our diverse team of 13,000 talented individuals committed to providing mineral security to a world in transition. We invite you to put your skills to work, driving meaningful and enduring change while enjoying a rewarding career. The Opportunity We are currently seeking an Adm Assistant II to join our Corporate Office team in Toronto, ON This is a permanent position serving as the first point of contact for visitors, clients, vendors, and employees while providing administrative support across multiple departments. Reporting to the Corporate Services team, the successful candidate will create a welcoming and professional environment, coordinate front-desk operations, support office administration activities, and contribute to the smooth day-to-day functioning of our Toronto corporate office. The role offers broad exposure across the organization and the opportunity to support a diverse range of corporate functions within a global organization. Key Responsibilities Reception & Front Desk Support Greet and direct visitors, clients, vendors, and employees in a professional and welcoming manner. Serve as the primary point of contact for the office reception area. Answer, screen, and route incoming telephone calls and emails efficiently. Maintain the reception area, meeting rooms, and common areas to ensure a professional office environment. Coordinate visitor access, office badges, and related administrative requirements. Office & Administrative Support Schedule and coordinate meeting rooms, including set up, catering, refreshments, and meeting logistics. Perform data entry, document preparation, filing, record management, and general administrative support. Assist with onboarding activities, including preparation of welcome materials, workspace coordination, and access badges. Liaise with building management, office service providers, and vendors regarding facilities and office services. Assist with ordering and maintaining office supplies and inventory. Provide ad hoc administrative support to executives and various departments as required. Stakeholder & Service Support Build positive working relationships with internal and external stakeholders. Deliver exceptional customer service while responding to inquiries and requests. Support a collaborative, professional, and service-oriented office environment. Manage competing priorities while ensuring accuracy and attention to detail. About You Experience 2+ years of receptionist or administrative support experience, preferably within a corporate, professional services, or head office environment. Experience managing front-desk operations and serving as the first point of contact for visitors and stakeholders. Experience coordinating meeting rooms, meetings, and office logistics. Experience providing administrative support across multiple functions or departments. Demonstrated ability to manage multiple priorities in a fast-paced environment. Proven ability to work independently while maintaining a high level of professionalism and customer service. Education Post-secondary education in Business Administration, Office Administration, or a related field is preferred. Skills & Competencies Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint. Excellent verbal and written communication skills. Strong customer-service mindset with the ability to build positive relationships with visitors, clients, vendors, and employees. Exceptional organizational and time-management abilities. Ability to multitask and effectively manage competing priorities. Professional appearance, demeanor, and interpersonal approach. Strong attention to detail and problem-solving capabilities. Ability to maintain confidentiality and exercise sound judgment. Preferred Qualifications Experience within mining, natural resources, industrial, manufacturing, or corporate office environments considered an asset. Experience coordinating office facilities and vendor relationships. Experience supporting onboarding or employee experience initiatives. What We Offer You Competitive compensation including a variable annual incentive plan Participation in a competitive Defined Contribution Pension package Comprehensive benefits package (company paid core coverage, health and dental coverage, flex accounts, disability plans, and optional insurances) Leave for all of life’s reasons (vacation, personal, sick, parental) Work culture dedicated to safety, diversity & inclusion, and career growth Employee Family Assistance Program Virtual Healthcare online Online training and career development opportunities Why Toronto Toronto is Canada's largest city and a global centre for business, innovation, and professional services. As home to Vale Base Metals' corporate offices and technical leadership teams, Toronto provides unique opportunities to collaborate with global stakeholders while contributing to projects that support the responsible production of critical minerals essential for the energy transition. Include to Transform At Vale Base Metals, we are committed to ensuring an inclusive work environment where people can act like owners, being their authentic selves and empowering them to deliver results. Vale Base Metals encourages everyone to express their ideas and opinions and values the plurality of individual profiles. We want our people to feel that all voices are heard, all cultures respected and that a variety of perspectives are not only welcome – they are critical to our success. We treat each other fairly and with dignity regardless of race, gender, nationality, ethnic origin, religion, age, sexual orientation, or any other personal consideration that makes us different. Vale is an equal opportunity employer seeking to increase diversity across our operations and improve equal opportunity at Vale and in the mining industry. Vale recognizes the Impacts and Benefits Agreements with the Innu Nation and the Nunatsiavut Government in which Innu and Inuit workers have first preference for employment at the Voisey’s Bay Mine Site. This is guided by an adjacency principle that first gives preference to those who live on the coast of Labrador, followed by those residing in the rest of Labrador, those residing on the island of the province, followed by the rest of Canada. Next, priority will be given to Newfoundland and Labrador residents. We also welcome those who are willing to relocate back home and those looking to make NL their permanent home. Accommodation is available throughout our recruitment process for applicants with disabilities. Innu Nation members and Nunatsiavut beneficiaries can submit their application to their Vale Indigenous Employment Coordinator. Employees engaged by the Company must be lawfully able to work for the Company in the country where the role is located. The Company does not provide immigration, work permit, or permanent residence sponsorship or assistance. Pay Grade: G04 Minimum Starting Salary: CAD 55,878 Apply by: Friday, Oct 30, 2026 #ValeBaseMetals Interested applicants must submit their application online at https://vale.eightfold.ai/careers.

What you’ll do

Welcome and direct visitors, manage reception communications and access, and maintain a professional office environment. Coordinate meetings and office logistics, provide administrative support across departments, and liaise with vendors and building management.

Requirements

Requires at least two years of receptionist or administrative support experience, including front-desk operations, meeting coordination, and support across multiple functions. Proficiency in Microsoft Office and strong communication, customer service, organizational, multitasking, and confidentiality skills are expected; post-secondary education in business or office administration is preferred.

Benefits

• Variable Annual Incentive Plan
• Defined Contribution Pension
• Health Coverage
• Dental Coverage
• Flexible Spending Accounts
• Disability Plans
• Optional Insurance
• Vacation Leave
• Personal Leave
• Sick Leave
• Parental Leave
• Employee Family Assistance Program
• Virtual Healthcare
• Online Training
• Career Development Opportunities

Listed skills

• Customer service · Preferred
• Attention to detail · Preferred
• Teams · Preferred
• Microsoft Excel · Preferred
• Office Administration · Preferred
• Multitasking · Preferred
• Microsoft Word · Preferred
• Microsoft Office Suite · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Reception and Front Desk Operations
• Customer Service
• Meeting Coordination
• Office Administration
• Microsoft Office Suite
• Outlook
• Word
• Excel
• Teams
• PowerPoint
• Verbal and Written Communication
• Organization and Time Management
• Multitasking
• Attention to Detail
• Confidentiality
• Vendor and Facilities Coordination

Job areas

• Administrative
• Customer Service & Support

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