Office Manager & Executive Assistant
Position Summary
The Office Manager & Executive Assistant plays a critical dual role in ensuring the smooth day-to-day operation of the office while providing high-level administrative support to senior leadership. This position requires a highly organized, proactive, and detail-oriented professional who can manage office operations, coordinate executive schedules, handle confidential information, and support organizational efficiency across departments.
The ideal candidate is resourceful, professional, adaptable, and capable of balancing administrative leadership with executive support responsibilities in a fast-paced environment.
Key Responsibilities
Office Management Responsibilities
- Oversee daily office operations to ensure an organized, efficient, and professional work environment.
- Manage office supplies, equipment, and service providers.
- Coordinate office maintenance, facility needs, and workplace safety requirements.
- Develop and maintain office procedures, systems, and administrative processes.
- Support onboarding and offboarding activities for employees.
- Organize team meetings, lunches, events, and internal functions.
- Coordinate industry events and support event planning initiatives in collaboration with the Business Development team.
- Book team and executive travel arrangements.
- Gather, organize, and maintain network compliance documentation through proprietary software, including Insurance Certificates of Insurance (COIs), WSIB documentation, IICRC certifications, and related records.
- Coordinate continuing education initiatives, including accreditation tracking, certificate generation, training registrations, and related documentation.
- Establish and maintain consistent network communications, including drafting, formatting, and organizing internal communication structure and messaging standards.
- Answer and direct incoming calls on the main office phone line during business hours.
- Act as the primary point of contact for office-related inquiries and communications.
- Support HR and finance administrative functions as required.
- Assist with special projects and administrative initiatives as they arise.
Executive Assistant Responsibilities
- Provide direct administrative support to executives and senior leadership.
- Manage calendars, appointments, meetings, and travel arrangements.
- Prepare correspondence, reports, presentations, and meeting materials.
- Coordinate and prioritize executive communications and follow-ups.
- Take meeting minutes and track action items when required.
- Handle confidential and sensitive information with discretion and professionalism.
- Assist with project coordination and executive initiatives.
- Screen calls, emails, and requests while ensuring timely responses.
- Support strategic planning activities and executive workflow management.
Qualifications & Skills
Education & Experience
- Diploma or degree in Business Administration, Office Administration, or related field preferred.
- 3–5+ years of experience in office administration, executive assistance, or a similar role.
- Experience supporting senior leadership or executives is strongly preferred.
- Experience coordinating events, training programs, or continuing education initiatives is considered an asset.
Skills & Competencies
- Exceptional organizational and time management skills.
- Strong verbal and written communication abilities.
- High level of professionalism and confidentiality.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Strong problem-solving and decision-making capabilities.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
- Strong attention to detail and accuracy.
- Ability to work independently and collaboratively.
- Customer-service mindset with excellent interpersonal skills.
- Strong coordination and project management abilities.
Key Attributes
- Proactive and self-motivated
- Reliable and trustworthy
- Adaptable and flexible
- Professional and polished
- Strong sense of accountability
- Calm under pressure
Reporting Structure
Reports directly to: CFO & COO
Compensation & Benefits
- Competitive salary based on experience
- Health and dental benefits
- Paid vacation and holidays
- Professional development opportunities
- Supportive and collaborative work environment
Work Environment
- Full-time position
- Hybrid
- Standard business hours with occasional flexibility required
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
Experience:
- Office management: 3 years (preferred)
Work Location: In person
