Executive Assistant to President​/Office Manager

The Opportunity

Our Client is a well-established automotive parts brokerage based in Burlington, Ontario, and is seeking a highly capable, organized, and proactive Executive Assistant / Office Manager to join their team.

This is a unique opportunity for an experienced professional who thrives in a fast-paced environment and enjoys being the person who keeps everything moving.

Reporting directly to the President, you will wear two hats: serving as the President’s trusted right hand while also taking ownership of the day-to-day administration and operations of the office.

This is not a role for someone who simply waits for direction. The successful candidate will be a confident self-starter who can anticipate needs, manage competing priorities, exercise sound judgment, and handle confidential information with the utmost discretion.

What You'll Do

EXECUTIVE SUPPORT

• Act as a trusted partner and right hand to the President, providing high-level administrative and organizational support.

• Manage the President’s calendar, appointments, meetings, and changing priorities.

• Coordinate internal and external meetings, including scheduling, agendas, materials, and follow-up.

• Prepare correspondence, reports, presentations, documents, and other materials as required.

• Manage incoming communications and help prioritize emails, calls, and requests.

• Coordinate travel arrangements, itineraries, accommodations, and expense reporting.

• Prepare meeting notes, track action items, and ensure follow-ups are completed.

• Conduct research and gather information to support the President in decision-making.

• Handle sensitive and confidential business information with professionalism and discretion.

• Serve as a key point of contact between the President, employees, customers, suppliers, and other external contacts.

• Anticipate the President’s needs and proactively identify opportunities to improve efficiency and organization.

OFFICE MANAGEMENT

• Take ownership of the day-to-day administration and smooth operation of the Burlington office.

• Coordinate office supplies, equipment, facilities, vendors, and service providers.

• Manage incoming and outgoing mail, courier services, and general office communications.

• Maintain organized electronic and physical filing systems and company records.

• Support onboarding and offboarding activities for employees.

• Assist with coordinating company meetings, events, and office activities.

• Liaise with external service providers, including IT, office services, and other vendors.

• Help establish and maintain efficient administrative processes and procedures.

• Assist with HR administration and employee-related documentation as needed.

• Identify administrative issues before they become problems and take ownership of finding solutions.

What We're Looking For

The ideal candidate is an experienced Executive Assistant, Office Manager, or senior administrative professional who is comfortable operating with a high degree of autonomy and accountability.

You are someone who:

• Has 5+ years of experience in an Executive Assistant, Office Manager, or similar senior administrative role.

• Has experience supporting a senior executive, ideally a President, CEO, Owner, or other business leader.

• Is exceptionally organized and able to manage multiple priorities without losing sight of the details.

• Is proactive and naturally anticipates what needs to be done.

• Demonstrates excellent judgment and knows when to act independently and when to escalate an issue.

• Is confident communicating with people at all levels, both internally and externally.

• Has strong written and verbal communication skills.

• Is highly proficient with Microsoft Office, particularly Outlook, Word, and Excel.

• Is comfortable learning and working with a variety of business systems and technology.

• Hand…