Administrative Assistant
Are you an organized and proactive professional looking to grow your career in a fast-paced, creative environment?
Pro-X Event, a fast-growing leader in the international corporate event and tradeshow exhibit industry, is seeking a detail-oriented Administrative Assistant to support our dynamic team and contribute to the smooth operation of our daily business functions.
We offer a full-service approach, delivering customized design and manufacturing solutions to a diverse range of clients across multiple industries. As our Administrative Assistant, you’ll play a key role behind the scenes—supporting projects, managing schedules, coordinating communications, and helping ensure our operations run efficiently and professionally.
This is your opportunity to make an impact in a collaborative, fast-moving environment where every day brings something new. Join us and be part of creating high-quality, innovative work that sets the standard for the industry.
Location:
- Mississauga, Ontario (head office)
Key Responsibilities (including but not limited to):
- Proactive day-to-day administrative support to ensure smooth office operations
- Manage calendars, schedule meetings, and coordinate travel arrangements
- Prepare and format documents, reports, and presentations as needed
- Assist with internal and external communications, including email correspondence and phone calls
- Maintain and organize digital and physical filing systems
- Create and manage Purchase Orders, and assist with tracking and reconciliation of vendor invoices
- Review and approve employee timesheets and expense reports for accuracy and policy compliance
- Coordinate with third-party suppliers and unionized labor for project-related services, including obtaining quotes and scheduling work.
- Order office supplies and coordinate with vendors to support operational needs
- Track and support project timelines, ensuring deadlines are met
- Liaise with various departments to support team coordination and information flow
- Respond to shifting priorities and tasks with a positive, flexible, and proactive attitude
- Take initiative to identify and solve administrative challenges as they arise
- Support other team members and departments as needed
You Might be a Great Fit if You Have / Are…:
- Excellent English verbal and written communication skills for clear, professional interactions
- Strong organizational skills with the ability to maintain accuracy in a fast-paced environment
- Proactive and self-motivated with a strong sense of initiative
- Strong attention to detail with proven ability to prioritize tasks and resolve problems efficiently
- Flexible and resourceful in responding to last-minute changes or urgent requests
- Positive reactions to change and maintain a solution-oriented mindset in dynamic environments
- High level of discretion and integrity when handling confidential information
- Skilled in time management and able to handle multiple tasks simultaneously
- Eagerness to learn and take on new responsibilities as needed
- Proficiency in Microsoft Office Suite and Google Suite
- 1+ year of experience in an administrative assistant role or similar education is an asset
How Pro-X goes the X-tra Mile:
- Attractive Compensation & Benefits – Competitive pay paired with a comprehensive benefits package
- Inclusive & Dynamic Work Culture – Join a vibrant, diverse team where everyone’s ideas and voices are heard
- Impactful Role with Growth Opportunities – Play an active part in shaping the future of the company, with room to contribute your own innovative ideas
- Mentorship & Career Growth - Receive continuous support and training from seasoned leaders, plus plenty of opportunities to advance your career
Pro-X Event Inc., is an equal opportunity employer. Our success is built on the differences, voices and values of our collective workplace. We are also proudly a WBE member, supporting Women-owned business across North America throughout our supply chains.
Job Types: Full-time, Permanent
Pay: $45,000.00-$50,000.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Schedule:
- Monday to Friday
Work Location: In person