Executive Assistant / Office Coordinator

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Executive Assistant / Office Coordinator

North Bay

Full-time, permanent

VS Group is a well-established Northern Ontario professional services organization providing accounting, bookkeeping, tax, consulting, technology, marketing, and business advisory services to individuals and businesses.

We are looking for a highly organized, professional, technology-savvy, and dependable individual to join our team as an Executive Assistant / Office Coordinator.

This is a diverse and important role that combines executive support, office coordination, administration, research, client service, and project support.

The successful candidate will work closely with the President and senior management, while also providing support and coordination to the broader administrative and professional team.

This position would be an excellent fit for someone who enjoys being the person who keeps things organized, gets things done, solves problems, researches information, and helps make the entire office run more efficiently.

The Role

This position is much more than a traditional receptionist or administrative position.

You will become an important support person to the President and management team while also helping coordinate the day-to-day administrative functions of the office.

The Ideal Candidate Is Someone Who Is

• Extremely organized and detail-oriented.
• Dependable and punctual.
• Comfortable working with senior management.
• Professional and confident when dealing with clients and business contacts.
• Technology-savvy and comfortable learning new software and systems.
• A strong researcher who enjoys finding information and solutions online.
• Able to manage multiple priorities without becoming overwhelmed.
• Comfortable taking initiative and figuring out how to get things done.
• A team player who genuinely enjoys supporting others.
• Discreet and trustworthy when handling confidential information.
• Flexible and willing to assist wherever needed.

Executive Support to the President

The successful candidate will act as an important administrative support and liaison to the President.

Responsibilities May Include

• Managing and coordinating the President's calendar, appointments, meetings, and commitments.
• Helping prioritize appointments, meetings, tasks, and competing demands.
• Preparing correspondence, documents, reports, presentations, and meeting materials.
• Organizing meetings and ensuring required information and materials are available.
• Taking notes and documenting meetings when required.
• Following up on outstanding items and helping ensure commitments are completed.
• Conducting online research on products, services, companies, suppliers, technology, business opportunities, and other topics requested by the President.
• Researching and comparing products, services, pricing, vendors, and potential solutions.
• Gathering information and preparing summaries to assist management with decision-making.
• Assisting with special projects and business initiatives.
• Helping coordinate travel arrangements and itineraries when required.
• Maintaining confidentiality regarding personal, financial, employee, client, and business information.
• Acting as a professional and trusted liaison between the President, employees, clients, suppliers, and other business contacts.

Office Coordination & Administration

The successful candidate will also play an important role in helping coordinate the North Bay office.

Responsibilities May Include

• Answering telephone calls and directing inquiries appropriately.
• Welcoming clients and visitors in a professional and friendly manner.
• Coordinating meeting rooms, appointments, and office schedules.
• Maintaining an organized and professional reception and office environment.
• Coordinating incoming and outgoing mail and courier services.
• Maintaining office supplies and coordinating orders.
• Assisting with filing, scanning, electronic documents, and records management.
• Sending documents for electronic signature and monitoring completion.
• Assisting with client invoicing and payments.
• Coordinating administrative requests from various members of the professional team.
• Providing backup support to administrative staff when required.
• Helping establish and maintain efficient office procedures and processes.
• Assisting with onboarding and administrative coordination for new employees.
• Supporting management with employee-related administrative tasks.
• Assisting with special projects and other duties required to keep the office operating efficiently.

Technology & Research

Technology skills are particularly important in this position.

We are looking for someone who is comfortable using technology and is not afraid to learn new systems.

You May Be Asked To

• Research information using the Internet and various online resources.
• Research and compare products and services.
• Use Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other Microsoft 365 applications.
• Work with electronic document management and e-signature systems.
• Assist with CRM and business management systems.
• Use AI and other emerging technology tools to improve productivity and research.
• Learn new software and technology platforms as VS Group continues to modernize its operations.
• Help identify opportunities to improve administrative processes through technology.

You do not need to know every system when you start. We are looking for someone who is comfortable with technology, learns quickly, and enjoys figuring things out.

Client & Team Support

Because VS Group is a professional services organization, professionalism and customer service are extremely important.

You Will Interact With

• Clients
• Professional staff
• Management
• Vendors and suppliers
• Business partners
• Community organizations
• Other professional contacts

The successful candidate should be comfortable communicating with people at all levels and understand the importance of representing VS Group in a professional manner.

You should genuinely enjoy helping people and supporting a team of professionals.

What We Are Looking ForOrganization & Reliability

|This is perhaps the most important part of the position.

We Are Looking For Someone Who Is

• Extremely organized
• Punctual and dependable
• Detail-oriented
• Proactive
• Resourceful
• Able to prioritize
• Good at following through
• Comfortable managing multiple tasks
• Able to work independently
• Willing to take ownership of responsibilities

You should be the type of person who keeps track of what needs to be done, follows up when necessary, and does not need to be reminded repeatedly about important responsibilities.

Professionalism & Judgment

Because this position works closely with the President and has access to confidential business information, discretion and good judgment are essential.

The Successful Candidate Must Demonstrate

• Professionalism.
• Maturity.
• Honesty and integrity.
• Confidentiality.
• Good judgment.
• Respectful communication.
• A positive attitude.
• Appropriate workplace boundaries.
• Pride in their work and appearance.
• A commitment to maintaining a professional office environment.

Qualifications & Experience

• Previous experience in executive assistance, office administration, office coordination, customer service, or a similar role is preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong computer and technology skills.
• Proficiency with Microsoft Office / Microsoft 365.
• Strong Internet research skills.
• Ability to learn new software quickly.
• Strong attention to detail.
• Ability to work independently and as part of a team.
• Experience working with senior management is an asset.
• Experience in accounting, bookkeeping, professional services, or business administration is an asset.
• Post-secondary education in business administration, office administration, or a related field is an asset.
• Bilingual English/French is an asset.

Schedule & Flexibility

This is a full-time, Monday-to-Friday, in-person position.

The normal work week will generally be approximately 40 hours, although hours may vary based on business needs and seasonal workload.

The successful candidate should have a degree of flexibility in their schedule and understand that executive and client needs can occasionally require adjustments to normal working hours.

Occasional travel may also be required for business meetings, conferences, events, or other company activities. Travel would generally be limited and is expected to be approximately 2–3 trips per year, primarily within Ontario or occasionally to the United States.

A valid passport would therefore be an asset.

Compensation & Benefits

$20.00–$25.00 per hour, based on experience, qualifications, and responsibilities.

VS Group offers a comprehensive benefits package and opportunities for professional development and advancement, including:

• Dental care
• Extended health care
• Vision care
• Life insurance
• Employee assistance program
• RRSP matching program
• Paid time off
• Wellness program
• On-site parking
• Company events
• Professional development opportunities
• Opportunities to grow within the organization

Why Join VS Group?

VS Group has been serving Northern Ontario businesses and individuals for many years and continues to grow and expand its services.

We are a team-oriented organization where people have the opportunity to take on new responsibilities, learn new skills, work with different areas of the business, and grow with the company.

This position offers a particularly diverse opportunity because you will work closely with the President, management, professional staff, clients, and the administrative team.

If you are someone who likes to stay busy, enjoys solving problems, is naturally organized, is comfortable with technology, and takes pride in helping others succeed, this could be an excellent long-term opportunity.

Accessibility

VS Group is committed to providing an inclusive and accessible recruitment and hiring process. We comply with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code and will provide reasonable accommodation to applicants throughout the recruitment and hiring process upon request.

Benefits

• Employee assistance program
• Life insurance
• Mileage reimbursement
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Wellness program

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