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We’re looking for an experienced Executive Assistant & Office Manager who thrives in a fast-paced executive environment and enjoys being the person who keeps everything running seamlessly.
This is a highly visible role supporting four senior executives while overseeing the day-to-day operations of a busy downtown office (fully in office position). You’ll be a trusted partner, managing competing priorities, coordinating complex logistics, and ensuring executives have everything they need to be successful.
If you’re proactive, organized, and confident working with C-suite leadership and Board members, we’d love to hear from you.
What You’ll Be Doing
- Provide executive support to 4 C-suite executives.
- Manage complex calendars, meeting coordination, and changing priorities.
- Coordinate detailed travel arrangements, itineraries, accommodations, and logistics.
- Prepare executive and Board meeting materials and support Board meeting coordination.
- Process executive expense reports and corporate credit card reconciliations.
- Act as a key point of contact for executives, Board members, and external stakeholders.
- Oversee day-to-day office operations of 2 offices, vendors, office supplies, and facilities.
- Provide guidance and support to the Receptionist and assist with coverage when required.
- Coordinate internal meetings, special projects, presentations, and corporate events.
- Maintain confidential records and handle sensitive information with professionalism and discretion.
What We’re Looking For
- 7+ years of Executive Assistant experience supporting senior executives is required.
- Previous experience supporting Board meetings, including preparation of Board packages and meeting coordination.
- Exceptional organizational and time management skills with the ability to manage multiple priorities.
- Professional communication skills with the confidence to interact with executives, Board members, and stakeholders.
- Strong attention to detail and ability to anticipate executive needs.
- High level of discretion when handling confidential information.
- Advanced Microsoft 365 skills, including Outlook, Word, Excel, PowerPoint, and Teams.
- Experience in office management, facilities coordination, or vendor management is considered an asset.
At Aplin — together with our brands CompuStaff, Impact Recruitment, and Vantix Systems — we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers.