Job Description
About Us
ZenaTech (Nasdaq: ZENA | FSE: 49Q) is a technology company specializing in AI drones, Drone-as-a-Service (DaaS), enterprise SaaS, and quantum computing solutions for mission-critical business applications. Since 2017, the company has leveraged its software development expertise and expanded its drone design and manufacturing capabilities through ZenaDrone to innovate and enhance customer inspection, monitoring, safety, security, compliance, and surveying processes.
The role is in full-time capacity in our Toronto office. This is an on-site role.
Job Overview
We are seeking a dynamic and highly organized Administrative Assistant to join our team! This vital role is the backbone of our office operations, ensuring smooth daily functions and providing exceptional support to staff and clients alike. The ideal candidate will bring energy, efficiency, and a proactive attitude to manage a variety of administrative tasks. With a focus on professionalism and attention to detail, you will help create an inviting and productive environment that keeps our organization running seamlessly.
Responsibilities
Purchasing & Payments
Purchase items requested by the Toronto office and coordinate approvals when needed.
Track orders, follow up on delays, and cancel or modify purchases when better options are available.
Process office-related payments and coordinate with the Chicago office when different payment methods are required.
File and organize purchases by department or engineering project.
Shipping & Customs
Manage customs follow-ups and online payments related to shipments, mainly through UPS.
IT, Equipment & Inventory
Set up computers, desks, and equipment for new employees.
Maintain inventory of IT and office supplies, including tracking assigned computers and monitors.
Update AssetTiger as new technology assets arrive.
Troubleshoot equipment (printers, computer connectivity issues)
Office Operations & Administration
Maintain and update the Toronto office directory (key cards, allergies, dietary restrictions, seating map)
Update the general Zenatech directory in coordination with other offices (every 3 months).
Order new key cards and working with the building to assign each individual card.
Following up the purchase of new companies to add to our directory.
Manage conference room calendars and maintain the office calendar with holidays and team birthdays.
Assist visitors and direct them as needed.
Vendors & Facilities
Coordinate external service providers (cleaning, equipment mounting, garbage removal).
Process Improvement & Coordination
Coordinate with managers on workflow charts and processes
Manage front desk duties, greeting visitors and clients with professionalism and warmth
Handle data entry, filing, and document proofreading to maintain organized records
Utilize Microsoft Office Suite and Google Workspace for correspondence, reports, and scheduling
Support office management activities including organizing meetings and managing confidential information
Skills
Proven experience in office administration or clerical roles within the Tech industry with strong organizational skills
Proficiency in Microsoft Office (Word, Excel, PowerPoint) and basic computer literacy
Bilingual abilities are highly valued for effective communication with diverse clients and team members (Asset)
Strong typing skills with attention to detail for data entry and proofreading tasks
Experience in customer service or customer support roles demonstrating professionalism and patience
Ability to prioritize tasks efficiently using time management strategies
Familiarity with receptionist duties, including calendar management, client and internal file handling, is advantageous
Personal assistant experience or office management background (High asset)
Qualifications:
3-5 Years experience in office administrations (Mandatory, not a junior position)
Post secondary education in Business administration (Diploma, Degree, post graduate certification)
Highly proactive and initiative driven
High attention to detail
Able to work within a team and independently
Experience in calendar management, documentation preparation, meeting coordination
Familiarity with project management tools (asana, monday.com considered an asset)
Familiarity with Task Rabbit services
Effective communication and people skills
Job Type: Full-time
Pay: $40,000.00-$50,000.00 per year
Benefits:
Dental care
Extended health care
Paid time off
Application question(s):
Are you able to come into the office for work 5 days a week during normal office hours?
Are you legally authorized to work in Canada?
Experience:
Administrative: 3 years (required)
Work Location: In person
ZenaTech (Nasdaq: ZENA | FSE: 49Q) is a technology company specializing in AI drones, Drone-as-a-Service (DaaS), enterprise SaaS, and quantum computing solutions for mission-critical business applications. Since 2017, the company has leveraged its software development expertise and expanded its drone design and manufacturing capabilities through ZenaDrone to innovate and enhance customer inspection, monitoring, safety, security, compliance, and surveying processes.
The role is in full-time capacity in our Toronto office. This is an on-site role.
Job Overview
We are seeking a dynamic and highly organized Administrative Assistant to join our team! This vital role is the backbone of our office operations, ensuring smooth daily functions and providing exceptional support to staff and clients alike. The ideal candidate will bring energy, efficiency, and a proactive attitude to manage a variety of administrative tasks. With a focus on professionalism and attention to detail, you will help create an inviting and productive environment that keeps our organization running seamlessly.
Responsibilities
Purchasing & Payments
Purchase items requested by the Toronto office and coordinate approvals when needed.
Track orders, follow up on delays, and cancel or modify purchases when better options are available.
Process office-related payments and coordinate with the Chicago office when different payment methods are required.
File and organize purchases by department or engineering project.
Shipping & Customs
Manage customs follow-ups and online payments related to shipments, mainly through UPS.
IT, Equipment & Inventory
Set up computers, desks, and equipment for new employees.
Maintain inventory of IT and office supplies, including tracking assigned computers and monitors.
Update AssetTiger as new technology assets arrive.
Troubleshoot equipment (printers, computer connectivity issues)
Office Operations & Administration
Maintain and update the Toronto office directory (key cards, allergies, dietary restrictions, seating map)
Update the general Zenatech directory in coordination with other offices (every 3 months).
Order new key cards and working with the building to assign each individual card.
Following up the purchase of new companies to add to our directory.
Manage conference room calendars and maintain the office calendar with holidays and team birthdays.
Assist visitors and direct them as needed.
Vendors & Facilities
Coordinate external service providers (cleaning, equipment mounting, garbage removal).
Process Improvement & Coordination
Coordinate with managers on workflow charts and processes
Manage front desk duties, greeting visitors and clients with professionalism and warmth
Handle data entry, filing, and document proofreading to maintain organized records
Utilize Microsoft Office Suite and Google Workspace for correspondence, reports, and scheduling
Support office management activities including organizing meetings and managing confidential information
Skills
Proven experience in office administration or clerical roles within the Tech industry with strong organizational skills
Proficiency in Microsoft Office (Word, Excel, PowerPoint) and basic computer literacy
Bilingual abilities are highly valued for effective communication with diverse clients and team members (Asset)
Strong typing skills with attention to detail for data entry and proofreading tasks
Experience in customer service or customer support roles demonstrating professionalism and patience
Ability to prioritize tasks efficiently using time management strategies
Familiarity with receptionist duties, including calendar management, client and internal file handling, is advantageous
Personal assistant experience or office management background (High asset)
Qualifications:
3-5 Years experience in office administrations (Mandatory, not a junior position)
Post secondary education in Business administration (Diploma, Degree, post graduate certification)
Highly proactive and initiative driven
High attention to detail
Able to work within a team and independently
Experience in calendar management, documentation preparation, meeting coordination
Familiarity with project management tools (asana, monday.com considered an asset)
Familiarity with Task Rabbit services
Effective communication and people skills
Job Type: Full-time
Pay: $40,000.00-$50,000.00 per year
Benefits:
Dental care
Extended health care
Paid time off
Application question(s):
Are you able to come into the office for work 5 days a week during normal office hours?
Are you legally authorized to work in Canada?
Experience:
Administrative: 3 years (required)
Work Location: In person
💡 Quick Summary
Seeking a career-building opportunity? The Administrative Assistant position is now open for candidates interested in the Receptionist & Front office Jobs sector. This role in Toronto offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Receptionist & Front office Jobs is a plus.