Administrative Assistant - Marigolds and Onions

Description

Marigolds and Onions provides customers across the GTA with one stop shop catering experience. From Daily drop offs to large scale events our commitment to our client is unsurpassed. Founded in 1991 and headquartered in Toronto, we have grown to be one of Toronto’s leading catering/event Production Companies. We count some of Toronto’s major professional firms and organizations as our loyal long-term clients. Numerous venues, charitable organizations and sporting events are catered for by Marigolds and Onions.

We are seeking a highly organized and detail-oriented Administrative Assistant – Events to support the smooth operation of on-site staffing and logistics for a high-volume event. This role plays a key part in ensuring staff are signed in accurately, properly equipped, and informed of their duties each day. The ideal candidate has strong administrative skills, excellent communication, and thrives in a fast-paced, team-based environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Staff Check-In/Out: Accurately sign in staff members as they arrive and sign them out at the end of their shifts.
• Payroll Support: Record daily hours into spreadsheets and verify data for payroll processing.
• Equipment Distribution: Manage the distribution, tracking, and return of radios, keys, uniforms, wristbands, parking passes, and other event materials.
• Radio Assignment: Assign radios by number to staff; maintain inventory and condition tracking.
• Information Point: Provide directions and key event information to staff and volunteers, including station assignments and uniform checks.
• Policy Compliance: Ensure staff are in correct uniform, properly badged, and adhering to site protocol.
• Support for Event Management: Assist managers with signage, schedules, and general event coordination materials.
• End-of-Day Procedures: Assist with event closing tasks, including collecting equipment, logging final hours, and securing administrative areas.
• Team Collaboration: Practice teamwork and support fellow administrative and operational staff as needed.

Qualifications

SCREENING QUESTIONS

• Are you legally eligible to work in Canada?
• Do you have any restrictions on the number of hours you can work per week?
• Are you able to commute or travel to the event location?
• Do you have previous experience in administrative, event, or logistics support roles?
• Are you available to work for the full duration of the event schedule?

QUALIFICATIONS

• Previous administrative, event, or office coordination experience preferred
• Strong attention to detail and accuracy in data entry and documentation
• Proficient with spreadsheets (Excel or Google Sheets) and general office tools
• Strong interpersonal and communication skills (written, verbal, in-person)
• Ability to multitask and manage priorities in a fast-paced environment
• Calm under pressure and solutions-focused when handling unexpected changes
• Comfortable working long shifts and on your feet for extended periods

CORE COMPETENCIES

• Reliability: Arrives on time, completes assigned tasks, and supports the team
• Accuracy: Maintains accurate logs, records, and payroll tracking
• Communication: Gives clear directions and responds professionally to staff inquiries
• Team Orientation: Willingness to help co-workers and adapt to team needs
• Professionalism: Upholds standards of behavior and appearance in line with company expectations

WORK ENVIRONMENT

• On-site administrative tent at a large-scale outdoor event
• Fast-paced, people-facing, and equipment-handling environment
• Exposure to variable weather conditions and long walking distances on event grounds

PHYSICAL DEMANDS

• Potential for standing/sitting for long periods
• Frequent walking across large event spaces
• Light lifting of items such as radios, uniforms, or signage (up to 25 lbs)
• Use of mobile devices and computers for data entry and communications

POSITION SALARY & BENEFITS

• Rate: $18/hour
• Schedule: Dates as scheduled for event operations
• Perks: Meals provided on-site, access to a dynamic and professional event team, and potential for additional future opportunities with Marigolds & Onions