Executive Assistant to the 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.

• Handles confidential and sensitive information with maturity and discretion.

• Is resourceful, solutions-oriented, and comfortable figuring things out independently.

• Takes genuine ownership of their work and follows tasks through to completion.

• Is comfortable working in a busy, entrepreneurial environment where priorities can change quickly.

• Brings a professional, polished, and approachable presence to the workplace.

What Will Make You Successful

Success in this role will come from being the person the President and team can  count on .

You will be someone who can move seamlessly between preparing an executive meeting, coordinating a vendor, solving an office issue, organizing a schedule, following up on an important task, and making sure the office has what it needs to function effectively.

You don't need to be told every step. You  see what needs to be done, take initiative, and get it done.

What's in it for YOU

• Competitive salary of $80,000 – $100,000 , based on experience.

• Comprehensive benefits package, with premiums shared between the employee and company, available after the completion of your 3-month probationary period. 

• Company-provided  cell phone and laptop

• Full-time, permanent employment.

• A professional, collaborative, and entrepreneurial work environment. 

• The opportunity to work closely with and have a direct impact on the President and the business.

• Easily accessible office with FREE parking on site and only 5 minutes from the Aldershot GO station

Sound Exciting? Apply Today!

If you are an experienced Executive Assistant or Office Manager who enjoys being  the person behind the scenes who makes everything happen , we would love to hear from you.

 

Please note that Cormack Recruitment utilizes CoRecruit, an AI note-taking system, when facilitating pre-screen conversations and formal interviews. No other AI applications are used in the screening of Candidates at any time.