Administrative Assistant, Production Department (Pickering)

Position Overview Apex Sound & Light is seeking a highly organized and detail-oriented Administrative Assistant, Production Department to support Apex’s Production Department and assist with day-to-day coordination across projects, scheduling, client communication, and internal operations. This role offers a unique opportunity to gain hands-on experience within the professional audio-visual industry while working alongside some of the industry’s leading professionals. The successful candidate will be involved in a variety of operational and administrative functions, including order entry, scheduling coordination, follow-ups, quote preparation, email management, and supporting ongoing client and B2B requests. We are looking for someone who thrives in a fast-paced environment, takes pride in organization and communication, and is eager to learn the inner workings of an expanding AV company. This position is ideal for someone with industry experience who is looking to further develop their professional skill set, build operational knowledge, and gain exposure to the front-office side of the audio-visual industry while working under an industry leader. This is an excellent opportunity for someone who enjoys organization, can confidently manage multiple priorities, and is looking to grow within the AV and live events industry. Responsibilities - Assist the Sales Manager with proposal preparation, quote preparation, and administrative support throughout the sales process - Assist in monitoring ongoing projects, timelines, and operational follow-through to support successful project delivery - Project Profit & Loss statement administration - Support B2B account requests and communication - Support client communication and follow-ups with vendors - Maintain organized pipeline updates and assist with accurate data entry - Create and maintain client quotes and ongoing communication - Manage and organize incoming emails and requests - Handle follow-ups with clients, vendors, and internal teams - Help coordinate project details across various internal and external teams - Participate in scheduling site visits, client meetings, and event coordination activities - Gain exposure to professional audio, video, lighting, and live event production workflows within a fast-paced AV environment Qualifications - Minimum 2 years of industry experience, preferably in a front-office or administrative capacity - Strong organizational and time management skills - Excellent written and verbal communication - High attention to detail and accuracy - Highly proficient with Microsoft Office applications - Ability to prioritize tasks in a fast-paced environment - Professional, dependable, and detail-oriented - Minimum 1 year administrative, customer service, or office experience - Experience with audio-visual order entry, quoting, or operations support is considered an asset What We’re Looking For We’re looking for a motivated, organized, and professional individual who is eager to grow within the audio visual and live events industry. The ideal candidate is detail-oriented, confident managing multiple priorities, and comfortable supporting sales, client communication, and day-to-day operations in a fast-paced setting. Experience within the AV, live events, hospitality, or production industry is considered an asset. Pay: $48,000.00-$62,400.00 per year Application question(s): - Are you located close to Pickering, Ontario? - Do you have experience in the Audio Visual Industry? - Do you have administrative experience? Work Location: In person Apply on Kit Job: kitjob.ca/job/2nalu0