Executive Assistant and Office Administrator

About the job

Position Title: Executive Assistant and Office Administrator

Location: St Thomas, ON

Reports To: CEO / Leadership Team

"Ready to be the hero of our leadership team? Your next big adventure starts here!"

Job Purpose

The Executive Assistant and Office Administrator provides high-level administrative and organizational support to the leadership team while managing office operations to ensure efficiency and productivity. This role is pivotal in coordinating schedules, facilitating internal and external communication, supporting strategic initiatives, and overseeing office management duties. The ideal candidate will be detail-oriented, proactive, and adept at managing multiple priorities in a fast-paced, dynamic environment.

Key Responsibilities

1. Executive Support

• Manage and coordinate schedules, appointments, and travel arrangements for the leadership team.
• Prepare executives for engagements by organizing agendas, briefing materials, and supporting documentation.
• Draft, proofread, and review communications, including emails, presentations, and reports, on behalf of the leadership team.
• Serve as a liaison between the leadership team and internal/external stakeholders, handling correspondence with discretion and professionalism.

2. Team Coordination and Collaboration

• Act as a central point of contact for administrative needs across the leadership team.
• Schedule and coordinate leadership meetings, including logistics, agendas, and follow-ups.
• Record and distribute meeting minutes, track action items, and ensure deadlines are met.
• Assist in the development, tracking, and reporting of team KPIs and strategic goals.

3. Communication and Stakeholder Engagement

• Manage external correspondence and relationships with vendors, partners, and key contacts.
• Ensure clear and consistent communication across departments and with external stakeholders.
• Represent the leadership team professionally in all interactions, maintaining a high level of confidentiality.

4. Project and Initiative Support

• Support the leadership team in executing strategic projects, including research, planning, and coordination.
• Facilitate cross-functional initiatives to ensure alignment and timely delivery.
• Identify opportunities to streamline processes and improve operational efficiency.

5. Office Administration and Operations

• Oversee day-to-day office logistics, including vendor relationships, facility management, and supply orders.
• Ensure a productive and well-maintained office environment, addressing any operational needs promptly.
• Manage office budgets, process invoices, and track expenses for both executive and office operations.
• Maintain accurate and organized records, databases, and files, handling confidential information with discretion.

6. Event Planning and Coordination

• Organize and execute on-site and off-site events, such as board meetings, client visits, team workshops, and employee events.
• Coordinate logistical details, catering, materials preparation, and event budgets.

Requirements

Experience:

• Minimum of 3 years in administrative or executive support, ideally within a high-paced, executive-level environment.

Education:

• Bachelor’s degree in Business Administration, Office Management, or related field (preferred).

Skills and Competencies:

• Strong organizational and multitasking abilities with attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
• High level of professionalism and discretion in managing confidential information.
• Problem-solving mindset with the ability to work both independently and collaboratively.
• Adaptability and a proactive approach in a dynamic environment.

Working Conditions

• Full-time role based in St Thomas, ON
• Hybrid or on-site as required to support the leadership team and office operations effectively.

Compensation and Benefits

• Competitive salary and benefits package commensurate with experience.

How to Apply

Interested candidates are encouraged to submit their resume and a cover letter to employment@ontarioplants.com

Apply via LinkedIn