Admin Assistant
Location: Oakville, Ontario
Job Type: Full-time
Reporting to: Admin Director
Work Arrangement: On-site
About the Role
A busy senior executive is seeking a professional, organized, and energetic Executive Assistant to provide comprehensive support for daily operations and personal assistance.
This role is ideal for someone who is proactive, highly organized, and enjoys working in a dynamic, fast-paced environment. The successful candidate will help maintain smooth daily operations, coordinate schedules, manage communications, and support a range of personal and professional activities for the executive and their family.
Key Responsibilities
Executive Support & Scheduling
- Manage the executive’s calendar, appointments, and daily schedule
- Coordinate meetings, calls, and travel arrangements
- Support task follow-ups and ensure timely completion of priorities
- Assist with personal errands and household-related arrangements as needed
Communication & Coordination
- Serve as a professional point of contact for internal and external communication
- Handle emails, calls, and correspondence on behalf of the executive
- Coordinate with external service providers and local contacts as needed
- Always ensure smooth communication and confidentiality
Document & Administrative Support
- Prepare and organize documents, presentations, and reports
- Maintain accurate records and confidential files
- Assist with planning and coordination of events, personal or professional
Personal & Family Assistance
- Support family-related coordination, schedules, and activities
- Assist with educational and extracurricular arrangements for children
- Manage personal errands and ad hoc tasks as required
Other Duties
- Provide general administrative support to ensure smooth operations
- Assist with special projects or tasks as assigned
Qualifications
- Diploma or degree in Business Administration, Office Administration, or a related field preferred
- 1–3 years of executive assistant, administrative, or personal assistant experience preferred
- Strong written and verbal communication skills in English
- Strong organizational skills, detail-oriented, and able to multitask effectively
- Professional, polished, and approachable communication style
- Positive, proactive, and service-oriented attitude
- Ability to handle confidential information with discretion
- Valid Ontario G-Class driver’s license is required. This role involves frequent local travel, off-site support, and business-related driving.
Ideal Candidate
We are looking for someone who is:
- Professional, approachable, and personable
- Energetic, proactive, and highly organized
- Confident in coordinating schedules, events, and communications
- Comfortable supporting both professional and personal priorities
- Friendly, polished, and able to represent the executive in a professional manner
- Quick learner with attention to detail and strong problem-solving skills.
Why Join
- Competitive benefits
- Opportunity to work closely with a senior executive in a supportive, professional environment
- Exposure to both professional and personal executive support tasks
- Collaborative and friendly team environment
- Opportunity to develop high-level executive assistance skills
*This posting is for a currently vacant position.
*Artificial Intelligence is not used in screening, assessment or selection of this role.
We thank all applicants for their interest, however only those selected for an interview will be contacted.
Pay: $45,000.00-$60,000.00 per year
Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Ability to commute/relocate:
- Oakville, ON: reliably commute or plan to relocate before starting work (preferred)
Experience:
- executive assistant, administrative, or personal assistant: 1 year (preferred)
Language:
Licence/Certification:
- G - Class driver's license (preferred)
Location:
Work Location: In person
