Office Administrator and Executive Assistant

Office operations, executive support, finance administration, and Caregiver recruitment

Employment

Full-time, in-office

Location

101 Queensway W, Mississauga, Ontario - across from Mississauga Hospital

Schedule

Monday to Friday

Compensation

$58,000-$65,000 annually, commensurate with experience and qualifications

Benefits

Company Health Spending Account

Position Summary

We are seeking a warm, highly organized, and resourceful Office Administrator and Executive Assistant to manage the day-to-day functions of our office and provide direct executive support to the Principal, Managing Director, and Care Designers.

This is a highly visible, customer-facing position. The successful candidate will often be the first point of contact for clients, families, Caregivers, candidates, vendors, and other members of the community. They must create a welcoming and professional experience, both in person and over the telephone.

The role combines the responsibilities of an Office Operations Manager with those of an Executive Assistant. It includes office operations, administrative controls, financial administration, Caregiver recruitment and onboarding, management of the Principal's email inbox, and coordination of executive schedules and communications.

We are a paperless organization. The successful candidate must be comfortable working with electronic records, digital documents, cloud-based systems, and technology-enabled administrative processes.

Key Responsibilities

Reception and Customer Service

• Serve as a welcoming and professional first point of contact for the organization.
• Answer and manage incoming telephone calls promptly, warmly, and professionally.
• Respond to general inquiries and direct calls to the appropriate team member.
• Take accurate messages and ensure urgent or important matters receive timely attention.
• Welcome clients, families, Caregivers, candidates, vendors, and other visitors.
• Communicate with empathy, patience, and professionalism, particularly when assisting clients and families.
• Help resolve routine questions and concerns while escalating sensitive or complex matters appropriately.
• Maintain a positive and professional environment for everyone who contacts or visits the office.

Office Operations and Administration

• Oversee the day-to-day operation of the office and ensure it runs efficiently and professionally.
• Maintain office supplies, equipment, records, and administrative systems.
• Coordinate repairs, maintenance, technology support, and other office services.
• Manage relationships with vendors, service providers, building management, and other external contacts.
• Manage incoming and outgoing mail, deliveries, documents, and general correspondence.
• Support and maintain a paperless office environment by organizing records electronically, digitizing incoming documents, and minimizing the creation and storage of paper files.
• Maintain secure, accurate, and well-organized electronic filing systems.
• Coordinate office meetings, events, and team activities.
• Maintain office calendars, contact lists, directories, forms, and administrative resources.
• Ensure office policies and administrative procedures are followed consistently.
• Develop and improve office procedures, workflows, forms, checklists, and administrative systems.
• Monitor outstanding administrative matters and ensure they are completed on time.
• Provide general administrative support to the wider team as required.

Administrative Controls and Recordkeeping

• Maintain accurate, complete, and well-organized electronic business, employee, Caregiver, client, and vendor records.
• Establish and maintain administrative controls to ensure documents are properly prepared, approved, securely stored, and retained.
• Monitor deadlines, renewals, contracts, certificates, licences, and other important business documents.
• Maintain confidentiality and ensure sensitive information is stored and shared appropriately.
• Track required documentation and follow up on missing, incomplete, or expired records.
• Prepare administrative reports, trackers, spreadsheets, and summaries for management.
• Help ensure company policies, approval processes, and recordkeeping requirements are consistently followed.
• Support internal reviews and provide organized digital documentation when requested.
• Identify administrative gaps or risks and bring them to the attention of the appropriate leader.
• Maintain current electronic templates for letters, agreements, forms, checklists, and other recurring documents.

Finance Operations and Administration

• Support the day-to-day financial administration of the business.
• Receive, review, organize, and process invoices, receipts, expense reports, and payment requests.
• Confirm that expenses and invoices have the required supporting documents and approvals.
• Track accounts payable and follow up on outstanding invoices or approvals.
• Assist with client billing, invoice preparation, and accounts receivable follow-up as directed.
• Record and categorize business expenses accurately.
• Reconcile receipts, invoices, credit card transactions, and other financial records.
• Maintain organized electronic financial files and supporting documentation.
• Assist with bank deposits and other routine financial administration, where applicable.
• Prepare regular financial trackers and summaries for the Principal and Managing Director.
• Support payroll administration by collecting, reviewing, and submitting approved hours, changes, and supporting information.
• Help maintain accurate Caregiver and employee information required for payroll.
• Coordinate with the company's bookkeeper, accountant, payroll provider, and financial institutions as authorized.
• Provide requested records and supporting documents for bookkeeping, accounting, tax preparation, insurance, and audits.
• Monitor payment deadlines and bring overdue or unusual items to management's attention.
• Follow established authorization and financial-control procedures.
• Handle financial information with accuracy and confidentiality.

Executive Assistance

• Provide executive and administrative support to the Principal, Managing Director, and Care Designers.
• Manage the Principal's email inbox, including reviewing, organizing, prioritizing, flagging, and responding to messages as authorized.
• Recognize urgent, important, or sensitive correspondence and ensure it receives timely attention.
• Draft, edit, and proofread emails, letters, reports, presentations, and other communications.
• Manage executive calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts.
• Prepare meeting agendas, documents, briefing notes, and follow-up materials.
• Attend meetings when requested, take notes, document decisions, and track action items.
• Coordinate travel arrangements, reservations, itineraries, and related logistics when required.
• Follow up on deadlines, commitments, and outstanding matters on behalf of the executives.
• Handle confidential executive, employee, client, financial, and business information appropriately.
• Anticipate executive needs and proactively address administrative issues.

Caregiver Recruitment and Onboarding

• Support the recruitment of new Caregivers, including preparing and posting job opportunities.
• Receive and review applications based on established position requirements.
• Conduct or coordinate initial candidate screening and arrange interviews.
• Communicate warmly and professionally with candidates throughout the recruitment process.
• Coordinate reference checks, background checks, credential collection, and other pre-employment requirements.
• Prepare offer letters, onboarding documents, orientation materials, and electronic personnel files.
• Ensure required employment, payroll, and compliance documents are completed accurately and stored securely.
• Coordinate onboarding schedules, introductions, orientation, training, and follow-up activities.
• Maintain accurate and confidential electronic Caregiver records.
• Track credentials, training records, background checks, agreements, and other required documents.
• Monitor outstanding or expiring documents and follow up with Caregivers as needed.
• Help ensure new Caregivers are properly prepared for their assignments.
• Support ongoing Caregiver recruitment, communication, and engagement initiatives.

Qualifications and Experience

• Previous experience in office administration, office operations, office management, executive assistance, financial administration, customer service, recruitment coordination, or a comparable position.
• Strong customer service skills and confidence communicating by telephone and in person.
• Experience supporting senior leaders and managing important or confidential communications.
• Experience with invoicing, expense administration, recordkeeping, payroll support, or bookkeeping coordination.
• Excellent written and verbal communication skills.
• Strong organizational, prioritization, and time-management abilities.
• Excellent attention to detail and consistent follow-through.
• Strong numerical accuracy and comfort working with financial documents and spreadsheets.
• Sound judgment and the ability to recognize urgent or sensitive matters.
• Ability to remain calm, helpful, and professional in a busy environment.
• Comfort managing multiple priorities and frequent interruptions.
• Proficiency with Microsoft Office or Google Workspace, including email, calendars, documents, and spreadsheets.
• Comfort working in a paperless environment using electronic records, digital documents, cloud-based filing systems, and online administrative tools.
• Comfort using AI tools to support communication, organization, research, document preparation, and administrative efficiency is an asset.
• A willingness to learn and responsibly adopt new technologies is an asset.
• Experience with accounting, payroll, scheduling, or customer relationship management systems is an asset.
• Ability to learn new systems and processes quickly.
• Experience in home care, healthcare, staffing, hospitality, or another service-oriented organization is an asset.
• Experience supporting recruitment and employee onboarding is an asset.
• Willingness and availability to occasionally assist with answering telephone calls remotely from home on weekends is an asset.

Key Attributes

• Warm, friendly, polished, and approachable.
• Passionate about delivering excellent service.
• Confident and professional when answering telephones and welcoming visitors.
• Patient, empathetic, and comfortable communicating with clients and families.
• Highly organized and attentive to detail.
• Accurate and comfortable working with financial and administrative information.
• Comfortable using technology and managing information digitally.
• Proactive, resourceful, and solutions-focused.
• Calm and dependable under pressure.
• Trustworthy and able to maintain confidentiality.
• Skilled at recognizing priorities and exercising sound judgment.
• Comfortable working independently while collaborating closely with others.
• Willing to take ownership of responsibilities and see them through to completion.

Measures of Success

• Clients, families, Caregivers, candidates, and visitors receive a warm and professional experience.
• Telephone calls and inquiries are answered promptly and handled appropriately.
• The office is well organized, efficient, professional, and paperless.
• Electronic records are accurate, current, and securely maintained.
• Invoices, expenses, payroll information, and supporting documents are processed accurately and on time.
• Important emails, appointments, and executive priorities are addressed promptly.
• The Principal, Managing Director, and Care Designers receive reliable support.
• New Caregivers receive a smooth, welcoming, and well-documented recruitment and onboarding experience.
• Administrative controls and approval procedures are followed consistently.
• Commitments, deadlines, renewals, and action items receive strong follow-through.

Reporting Relationship

This position reports primarily to the Principal and works closely with the Managing Director and Care Designers. The position will also coordinate with the company's bookkeeper, accountant, payroll provider, vendors, and other external service providers as required.

Employment Details

Position: Office Administrator and Executive Assistant

Employment type: Full-time

Work arrangement: In-office

Location: 101 Queensway W, Mississauga, Ontario - across from Mississauga Hospital

Regular working days: Monday to Friday

Occasional weekend support: Willingness to occasionally assist with answering telephone calls remotely from home on weekends is an asset.

Compensation: $58,000-$65,000 annually, commensurate with experience and qualifications

Benefits: Company Health Spending Account