The Azrieli Foundation is one of Canadas largest philanthropic foundations, supporting initiatives in education, science & healthcare, research and the arts. Through strategic grants and partnerships, we strive to foster innovation, empowerment and drive positive change within these critical sectors in Canada and Israel.

Position Summary:

The Receptionist and Office Administrator is a key point of contact for staff, guests, and vendors, and the first face you see when you get to the office.

This role combines front-desk responsibilities with office administration, facilities coordination, and procurement support. In addition, the role provides direct administrative assistance to a senior leader, including calendar management, travel booking, and coordination.

Key Responsibilities

Front Desk & Administrative Support

• Greet and direct guests and visitors professionally.
• Answer, screen, and direct incoming phone calls.
• Monitor and manage the reception calendar and shared office bookings.
• Respond to ad hoc staff requests and provide general administrative support across teams.
• Provide administrative support to a senior leader, including calendar scheduling, travel booking, and meeting coordination.
• Provide basic IT setup support for meetings (Zoom, projectors, Bluetooth etc..).
• Support data entry and maintenance for internal systems, such as a CRM.

Office & Facilities Management

• Open and close office common areas (e.g., lights and TVs in meeting rooms).
• Perform regular checks on facilities, furniture, and appliances to identify maintenance needs.
• Report facility issues and coordinate repairs with property management.
• Set up and tidy meeting rooms and event spaces for both internal and external events.
• Maintain organization and cleanliness of kitchen, reception, and common spaces.

Inventory & Supply Management

• Conduct regular inventory of pantry, kitchen, office, and cleaning supplies.
• Prepare and submit supply orders from various suppliers
• Restock kitchen items (e.g., snacks, coffee), cleaning supplies, and print stations.
• Receive and distribute deliveries, shipments, and internal mail.

Procurement & Vendor Coordination

• Liaise with vendors to manage recurring supply orders and resolve delivery issues.
• Manage staff communications about ordering windows and inventory timelines.

Finance & Expense Administration

• Collect and organize receipts and invoices from vendors (Amazon, Staples, Uber, etc.).
• Maintain invoice records for reconciliation and reporting.
• Process employee expense submissions (e.g., Presto) and prepare cheque requisitions.

Event & Meeting Support

• Provide logistical support for internal events and meetings, including room setup and clean-up.
• Assist with breakfast club and other recurring team events.

Qualifications

Required

• Excellent communication and organizational skills.
• Strong time management skills and ability to multitask effectively in a dynamic office environment.
• Tech-savvy and comfortable using MS Office (Word, Excel, Outlook), Zoom, Bluetooth devices, HDMI cables, and other basic AV/meeting tech.
• Ability to work independently, take initiative, and respond flexibly to changing priorities.
• Demonstrated reliability and attention to detail in administrative and support tasks.

Preferred

• Experience managing invoices and expense reporting processes.
• Previous experience supporting an executive or senior leader, including calendar management, meeting booking, and travel coordination.
• Familiarity with CRM systems and digital file management tools.
• Experience with vendor ordering platforms (e.g., Amazon Business, Staples) and light facilities coordination.

Living Our Values

Our values are the bedrock of our culture. They shape how we work, how we collaborate and how we make decisionsevery single day. Those who succeed at the Azrieli Foundation exemplify the core principles of:

• Integrity & respect
• Taking on big challenges
• Excellence
• Passion for making a difference
• Results-oriented mindset
• Sustainable impact

Inclusivity and Accessibility

Living our values means creating a workplace where everyone feels respected, supported and empowered to contribute. Our commitment to equity, diversity and inclusion is one way we put those values into practice.

We are committed to creating a diverse and inclusive workplace and value diverse backgrounds, abilities and ways of thinking. Diversity and inclusion make our organization strong, productive and innovative. Applicants with lived experience who identify as neurodivergent are strongly encouraged to apply.

We are committed to creating inclusive and barrier-free recruitment and selection processes. If you require an accommodation during the application or recruitment process, please reach out to [email protected].

About the Foundation:

Driven by a strong belief in philanthropys powerful role and responsibility, the Azrieli Foundation empowers people by supporting a broad range of organizations, facilitating innovative outcomes and increasing knowledge and understanding in the search for practical and novel solutions.

With a firm conviction that everyone has potential, we work to open doors, break ground and nurture networks, empowering the most vulnerable to the most exceptional to achieve their best and contribute to society.

In addition to strategic philanthropic investments, the Azrieli Foundation operates several initiatives including the Azrieli Fellows Program, the Canadian Centre for Caregiving Excellence, the Holocaust Survivor Memoirs Program, the Azrieli Music, Arts and Culture Centre and others.