Office Administrator and Executive Assistant

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

Full-time, in-office

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

Monday to Friday

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

Company Health Spending Account

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.

• 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.

• 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.

• 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…