Executive Assistant

Our client is seeking a highly organized, proactive, and service-oriented Office Manager / Executive Assistant to join their team on an 8-month contract. This is a dynamic, fast-paced role that combines executive support with office operations, requiring someone who enjoys variety, can anticipate needs, and thrives in a collaborative environment.

Key Responsibilities

Office Operations

• Welcome clients and visitors, ensuring a professional and welcoming office experience.
• Maintain the day-to-day operation of the office, including kitchen areas, coffee equipment, office machines, and shared spaces.
• Manage inventory and ordering of office supplies, kitchen items, refreshments, and stationery.
• Coordinate with external service providers and vendors to support office operations.
• Organize office lunches, staff events, and team celebrations.
• Manage incoming and outgoing mail, courier services, and shipping requirements.
• Process bank deposits and occasional business-related payments.
• Purchase office items and supplies as required.
• Coordinate meeting room bookings and maintain shared office calendars.
• Answer and direct incoming telephone inquiries.
• Assist with office security administration, including access cards and office scheduling.
• Process office-related invoices and assist with general administrative support.
• Provide day-to-day assistance to employees with office-related requests and basic technology coordination.

Executive Support

• Manage complex calendars and coordinate meetings involving multiple internal and external stakeholders.
• Prepare correspondence, presentations, reports, and other business documents.
• Maintain confidential information with discretion and professionalism.
• Coordinate travel arrangements, accommodations, itineraries, and restaurant reservations.
• Process corporate expense reports and reconcile credit card statements.
• Coordinate catering and meeting logistics for executive and client meetings.
• Assist with email management, document organization, printing, filing, and cloud-based document management.
• Prepare regular updates, communications, and company-wide email distributions.
• Track vacation schedules and communicate office closures and holiday reminders.
• Support executives with day-to-day administrative requests as needed.

Personal Executive Assistance

• Provide comprehensive calendar and scheduling support, adapting quickly to changing priorities and last-minute requests.
• Coordinate personal travel arrangements, including flights, accommodations, transportation, and itineraries.
• Assist with the administration of residential properties by coordinating vendors, service providers, and maintenance schedules.
• Conduct online research and make purchases on behalf of the executive.
• Schedule personal appointments and manage reminders.
• Coordinate personal events, entertainment, reservations, and family-related logistics.
• Manage personal expense reporting and invoice payments.
• Assist with pet care arrangements, vehicle servicing, and other day-to-day personal errands.
• Handle grocery orders, prescription pickups, and other miscellaneous requests.
• Complete government and administrative renewals, including passports, Nexus, driver's licences, and similar documentation.
• Provide occasional after-hours support for urgent matters, primarily through phone or email.

What We're Looking For

• Previous experience supporting senior executives in an Executive Assistant role.
• Experience overseeing office administration or office management responsibilities.
• Exceptional organizational and time management skills with the ability to manage multiple competing priorities.
• Strong written and verbal communication skills with excellent attention to detail.
• Professional, resourceful, and highly discreet when handling confidential information.
• Advanced proficiency with Microsoft Office Suite and comfort learning new technologies.
• A proactive, service-oriented approach with the ability to anticipate needs before they arise.
• Comfortable working in a fast-paced, collaborative office environment with changing priorities.

This opportunity is ideal for someone who enjoys balancing executive support with office leadership and takes pride in creating an organized, welcoming, and efficient workplace.

We appreciate the time and effort all applicants invest in their submissions. Please note that only candidates shortlisted for this role will be contacted directly. However, your profile will remain under consideration for future opportunities that align with your experience and career goals. All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions. Our human recruiters review all applications and always make the final hiring decision. On occasion, we also use AI-assisted tools to help review applications.