Office Assistant - Temporary

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

• This is a full-time, temporary 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.

• 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, work spaces, 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.

• 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.

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.