<p><strong>Job Posting: Executive Assistant & Office Manager</strong></p><p>We are seeking an experienced and proactive Executive Assistant & Office Manager to provide comprehensive support to our executive team and ensure seamless office operations. This is an exciting opportunity for someone who thrives in a dynamic, fast-paced environment and is passionate about organizational efficiency and exceptional service.</p><p><strong>Key Responsibilities</strong></p><p><strong>Executive Assistant Duties:</strong></p><ul><li>Calendar and Contact Management: Coordinate executive schedules and contact lists, proactively prioritizing meetings, appointments, and travel plans.</li><li>Inbox Management: Oversee and manage multiple executive inboxes to facilitate prompt responses and efficient workflow.</li><li>Travel Coordination: Arrange detailed domestic and international travel, including flights, accommodation, transportation, and itineraries.</li><li>Meeting Preparation: Prepare materials, coordinate logistics, handle meeting setup, manage follow-ups, and communicate with internal and external stakeholders.</li><li>Email and Communication Management: Draft, review, and manage correspondence, including responding to emails on behalf of executives when appropriate.</li><li>Project Support: Assist the executive team with special projects, research, and presentations, ensuring clear communication and adherence to deadlines</li></ul><p><strong>Office Manager Duties:</strong></p><ul><li>Front Desk Support: Serve as the first point of contact for visitors and callers, manage mail, deliveries, and general email, and greet all guests professionally.</li><li>Banking: Handle deposits and other basic banking tasks securely and accurately.</li><li>File Management: Organize and maintain both physical and digital filing systems for easy access and accuracy.</li><li>Office Operations: Manage day-to-day office logistics, including supply procurement, equipment and technology support, and vendor relationships.</li><li>Facilities Management: Oversee office maintenance, repairs, cleaning services, and enforce safety protocols as required.</li><li>Team Support: Provide general administrative assistance to team members, including scheduling, document preparation, and meeting coordination support.</li><li>Vendor Management: Build and maintain positive relationships with vendors for office supplies, equipment, service agreements, and maintenance to ensure cost-effectiveness and quality service.</li><li>Event Coordination: Organize and execute company events, meetings, and team-building activities.</li></ul><p><br></p>
We are looking for an experienced Senior Administrative Assistant to join our team on a long-term contract basis in Toronto, Ontario. In this role, you will provide comprehensive support to ensure smooth daily operations, handling a variety of administrative and organizational tasks. Your ability to manage schedules, coordinate travel, and facilitate communication will be key to the success of this position.<br><br>Responsibilities:<br>• Respond promptly to incoming calls and emails, ensuring effective communication and resolution.<br>• Deliver exceptional customer service by addressing inquiries and providing accurate information.<br>• Perform data entry tasks with precision, maintaining organized and up-to-date records.<br>• Schedule and coordinate appointments, meetings, and events to optimize time management.<br>• Manage travel arrangements, including booking flights, hotels, and transportation using Concur.<br>• Prepare expense reports and reconcile travel expenses using relevant tools.<br>• Create and edit documents, presentations, and spreadsheets with attention to detail using Microsoft Office applications.<br>• Support team members by handling inbound and outbound calls as required.<br>• Facilitate email correspondence, ensuring timely and thorough communication.<br>• Collaborate with colleagues to ensure seamless administrative processes and workflows.
<p>We are looking for a detail-oriented and proactive Assistant Controller to join our team in Pickering, Ontario. In this role, you will oversee key accounting functions, support financial operations, and contribute to the organization’s success through accurate reporting and analysis. The ideal candidate will bring expertise in cost accounting and a strong ability to manage complex financial processes.</p><p><br></p><p>Responsibilities:</p><p>• The Assistant Controller will serve as a key member of the Finance leadership team, supporting the Vice President of Finance/CFO in overseeing the Company's accounting operations, financial reporting, and internal control environment.</p><p>• This individual will play a critical role in ensuring the accuracy and integrity of financial information and in supporting strategic decision-making across the organization. </p><p>• The selected candidate will own the month-end close process: GL reconciliations, accruals/prepaids, cut-offs and timely close Prepare and review month-end/quarterly management packages: P& L by segment, key variance explanations.</p><p>• Ensure compliance with the company's accounting framework (ASPE) and government filing and reporting requirements.</p><p>• Oversee BOM accuracy, labor and overhead allocation, machine/hour rates, inventory valuation and other cost accounting activities. Supervise the finance team, team development and performance. </p><p>• Day-to-Day Activities. Supervise daily postings in the general ledger, accounts payable, accounts receivable, and bank reconciliations Review and approve journal entries, accruals, intercompany transactions, and expense allocations.</p><p>• Maintain accuracy of trial balance and subsidiary ledgers throughout the month.</p><p>• Approve payment batches and verify that internal controls (authorization, coding, supporting documents) are respected.</p><p>• Review daily bank balances and cash forecasts.</p><p>• Partner with plant managers to review production data and variance root causes.</p><p>• Generate management reporting packages: P& L by product line, margin analysis, working capital, and KPIs Support VP of Finance in board or executive deck preparation (graphs, commentary, analysis).</p><p><br></p>
<p>Our client is looking for a <strong>Jr. Administrative Assistant</strong> to join their team on a contract basis in Cochrane, Alberta. This position provides customer service and administrative support, requiring strong organization and the ability to manage high volumes of inquiries with accuracy and professionalism.</p><p><strong>Responsibilities:</strong></p><ul><li>Respond to customer inquiries by phone and email, ensuring timely resolution.</li><li>Track and document calls, maintain spreadsheets, and organize records.</li><li>Support waste and recycling hotline inquiries, including complaint follow-up.</li><li>Provide administrative support, including file management and data updates.</li><li>Collaborate with internal teams to triage and escalate issues.</li><li>Assist with invoice processing and general office tasks.</li><li>Manage high inquiry volumes while maintaining customer satisfaction.</li></ul>
<p>We are partnering with a well known Real Estate firm in Vancouver to find a talented and experienced Executive Assistant to support one of the owners.</p><p><br></p><p>The role is business-critical and requires a highly experienced Executive Assistant who can step into an established structure, quickly earn trust, and provide seamless, discreet support at the ownership level.</p><p><br></p><p>The Executive Assistant will manage a complex and dynamic calendar, acting as the primary gatekeeper for the Owner’s time and communications. Daily responsibilities include preparing and responding to high-level correspondence, coordinating meetings with senior executives and external partners, and ensuring all documents, contracts, and approvals are handled efficiently and confidentially.</p><p><br></p><p>The role involves preparing agendas and briefing materials, attending meetings when required, capturing action items, and following up to ensure completion. The EA will also manage contract tracking, document execution, expense reconciliation, and coordination with Accounting and Operations. Success in this role depends on anticipation, discretion, and the ability to manage competing priorities without direct supervision.</p><p><br></p><p><br></p>
<p>Our client is looking for a detail-oriented <strong>Administrative Assistant </strong>to join their team on a contract basis in Edmonton, Alberta. This role supports daily administrative operations by managing communications, schedules, and records to ensure efficient service to stakeholders. The ideal candidate is someone who is organized, detail-oriented, and thrives in a fast-paced environment with strong communication skills and proficiency in Microsoft Office.</p><p><strong>Responsibilities:</strong></p><ul><li>Respond to and direct incoming calls professionally.</li><li>Provide excellent service to internal and external stakeholders.</li><li>Perform accurate data entry and maintain records.</li><li>Manage email correspondence and escalate issues as needed.</li><li>Handle inbound and outbound calls efficiently.</li><li>Schedule appointments and coordinate calendars.</li><li>Prepare documents and reports using Microsoft Office (Excel, Word, Outlook, PowerPoint).</li><li>Support day-to-day administrative operations.</li></ul>
<p>The Assistant Financial Controller supports the Financial Controller in overseeing the organization’s accounting operations, financial reporting, and internal controls. This role is suited for a professional with strong full-cycle accounting experience who can contribute to accurate financial reporting, process improvements, and compliance while developing toward a senior finance leadership role.</p><p>This is a fully on-site role in Arthur, ON. Candidates must live within close proximity to this location.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Manage and perform full-cycle accounting, including A/R, A/P, payroll, general ledger, and reconciliations</li><li>Assist in the preparation and review of monthly, quarterly, and annual financial statements in accordance with applicable accounting standards</li><li>Support month-end and year-end close processes, ensuring accuracy, completeness, and timeliness</li><li>Review journal entries and account reconciliations for accuracy and compliance</li><li>Assist in the preparation of budgets, forecasts, and cash flow projections</li><li>Perform variance analysis and provide insights on financial performance to management</li><li>Support the design, implementation, and monitoring of internal controls and accounting policies</li><li>Ensure compliance with regulatory requirements, tax filings, and company policies</li><li>Assist with external audits, including preparation of audit schedules and responses</li><li>Assist in maintaining and improving accounting systems and processes</li><li>Identify opportunities for automation, efficiency, and process enhancements within the finance function</li><li>Provide guidance and support to junior accounting staff, as needed</li><li>Act as a backup to the Financial Controller and assist with ad hoc financial projects</li></ul>
<p>Are you a forward‑thinking finance professional who thrives in a collaborative, hands‑on environment? Do you want to be part of a growing organization where you can learn, influence decision‑making, and partner directly with senior leadership?</p><p>Our Niagara client is looking for an <strong>Assistant Controller</strong> to support the North American operations and play a key role in driving financial excellence across this established company's manufacturing environment. This is a highly interactive, <strong>onsite role </strong>designed for someone who enjoys working closely with operations, sales, and executive teams to support meaningful business decisions.</p><p><br></p><p><strong>Why This Role is a Fantastic Opportunity</strong></p><ul><li><strong>100% onsite collaboration:</strong> Work closely with leaders across Sales, Operations, Supply Chain, and Finance—solve problems faster, build stronger partnerships, and see the real-time impact of your work.</li><li><strong>High visibility & mentorship:</strong> Report directly to the Controller and work alongside the President/CEO and VP-level leaders.</li><li><strong>Meaningful learning and growth:</strong> Exposure to cost accounting, profitability analysis, forecasting, ERP/MIS projects, and strategic planning.</li><li><strong>Be part of a company on the rise:</strong> As our client continues to grow, you’ll help shape reporting processes, support strategic initiatives, and contribute to long-term business planning.</li></ul><p><strong>What You’ll Do</strong></p><p><strong>Manufacturing Operations – Cost Accounting</strong></p><ul><li>Partner daily with the Director of Operations and Supply Chain Manager.</li><li>Support budgeting, forecasting, and production reporting.</li><li>Lead cost accounting activities and investment-controlling administration.</li><li>Provide manufacturing cost analyses, ROI assessments, and KPI reporting.</li><li>Conduct variance analysis between actuals, budget, and prior year results.</li></ul><p><strong>Sales – Profit Centre Accounting</strong></p><ul><li>Work directly with the VP Sales & Marketing on financial reporting and analysis.</li><li>Maintain sales-related reporting systems and support profitability calculations.</li><li>Assist with planning, forecasting, and resolving deviations from sales plans.</li></ul><p><strong>Additional Responsibilities</strong></p><ul><li>Ensure compliance with GAAP/ASPE.</li><li>Participate in policy, planning, and multi‑year business plan development.</li><li>Collaborate with auditors and support the annual audit process.</li><li>Contribute to ERP/MIS system enhancements and process improvement initiatives.</li><li>Participate in cross‑departmental projects and leadership meetings.</li></ul><p><br></p><p><br></p><p><br></p>
<p>We are looking for a dedicated Office Operations Assistant to join our team in Edmonton, Alberta. In this role, you will provide essential support to ensure the smooth operation of legal processes and administrative functions. This position is ideal for someone who thrives in a dynamic and fast-paced legal environment and has a keen eye for detail.</p><p><br></p><p>Responsibilities:</p><ul><li>Coordinate courier deliveries and pickups to banks (deposits), law firms, tax departments, and the Land Titles Office to meet strict closing deadlines </li><li>Arrange and manage both local and national courier services (e.g., FedEx, Purolator and equivalents) based on urgency, tracking needs, and service level</li><li>Process incoming and outgoing mail (envelopes, cheques, correspondence) with high accuracy and reliability </li><li>Scan incoming mail to digital format and save/route it according to office protocol</li><li>Monitor the general/shared email inbox and forward messages to the correct staff member promptly, using clear internal notes where needed</li><li>Manage office supplies (monitor stock levels, order replenishments, and keep supply areas organized)</li></ul>
<p>Are you ready to supercharge your finance leadership career? Step into an exciting Assistant Controller role where your expertise will empower a high-performing team, elevate financial operations, and make a tangible impact on a fast-moving business supporting essential supply chains.</p><p><br></p><p><strong>What You’ll Do:</strong></p><p><br></p><p><strong>Financial Leadership & Reporting:</strong></p><ul><li>Lead, mentor, and inspire a talented team of accountants to deliver precise, timely monthly reports and robust analysis.</li><li>Oversee all facets of financial reporting, including detailed variance analyses, cash flow forecasting, and supporting documentation.</li><li>Prepare and review comprehensive month-end reporting packages and coordinate reforecasts.</li><li>Manage daily accounting operations: general ledger, reconciliations, inter-company transactions, and treasury.</li><li>Play a pivotal role in annual budget planning.</li><li>Champion corporate compliance, fulfilling all reporting obligations, and steering successful external audits.</li></ul><p><strong>Change Management:</strong></p><ul><li>Fuel continuous improvement in accounts payable and receivable workflows.</li><li>Resolve issues efficiently and help drive innovation in financial processes.</li><li>Work closely with cross-functional operations teams to align finance with business strategy and objectives.</li></ul><p><strong>Team Leadership & Development:</strong></p><ul><li>Guide, coach, and energize your team for high achievement and growth.</li><li>Set clear goals and priorities while nurturing a culture of accountability, adaptability, and teamwork.</li><li>Conduct regular performance check-ins and foster an environment of collaboration and continuous improvement.</li></ul>
<p>Our Chilliwack-based client is seeking an Assistant Controller to join their growing accounting and finance team.</p><p><br></p><p>The Assistant Controller will support financial reporting and accounting operations across a large and expanding real estate portfolio. This is a senior, hands-on role reporting directly to the Controller, with responsibility for month-end close, financial statement review, team oversight, and supporting new properties and acquisitions. The role requires strong organization, prioritization, and the ability to operate independently with minimal day-to-day supervision.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><p><br></p><p>• Support monthly, quarterly, and year-end close, including the review of accounting adjustments, reconciliations, and financial statements</p><p>• Prepare and review management reporting packages for senior leadership</p><p>• Review and oversee day-to-day accounting operations across A/P, A/R, and general ledger activity</p><p>• Ensure compliance with GAAP, internal controls, and company policies, including review of GST/PST filings</p><p>• Support accounting and reporting for a growing residential and commercial property portfolio, including new properties and acquisitions</p><p>• Supervise and review work completed by Senior Accountants and AP, providing guidance and oversight as needed</p><p>• Partner closely with the Controller on workflow prioritization, process improvements, and cash flow analysis</p><p>• Research and resolve complex accounting issues while managing multiple priorities with limited day-to-day oversight</p>
We are looking for a detail-oriented Administrative Assistant to join our team on a contract basis in Toronto, Ontario. This hybrid role offers flexibility with a mix of in-office and remote work, requiring initial in-person training. The ideal candidate will provide essential administrative support, ensuring accuracy and confidentiality in all tasks while contributing to the smooth operation of our organization.<br><br>Responsibilities:<br>• Update and maintain client and patient information in Salesforce and other organizational systems, ensuring confidentiality is upheld.<br>• Provide administrative support for grant applications and related processes.<br>• Complete general administrative tasks as required, including handling ad hoc requests.<br>• Process, organize, and distribute incoming mail efficiently.<br>• Access and manage client files with precision and care, ensuring accurate record-keeping.<br>• Collaborate with Client Care Coordinators to facilitate effective service delivery.<br>• Communicate with medical offices and external partners to support client needs.<br>• Assist with travel-related documentation and data management linked to client records.
<p>We are seeking an Executive Assistant to the CEO and Board of Directors to join one of our valued Toronto-based clients. The Executive Assistant serves as a highly trusted strategic partner, ensuring the smooth alignment of executive priorities and managing a wide range of complex and confidential responsibilities. Acting as a primary liaison for Board members, investors, and senior external stakeholders, this role demands outstanding professionalism and discretion, supporting both organizational objectives and the CEO’s personal initiatives.</p><p><br></p><p>Key duties include overseeing detailed and dynamic scheduling, maintaining comprehensive calendars for the Board of Directors and Board Committees, and coordinating governance-related activities. The EA advocates for the CEO across external commitments such as Board memberships and public engagements, leads project coordination, and prepares executive-level presentations. Maintaining strict confidentiality across all Board and Executive deliberations and organizational strategy is critical.</p><p><br></p><p><strong>Responsibilities and Duties</strong></p><ul><li>Serve as the primary point of contact for internal and external stakeholders, ensuring seamless coordination of meetings, events, and communications.</li><li>Manage complex scheduling for the CEO, Board of Directors, and Board Committees spanning multiple time zones; prepare agendas and distribute relevant materials.</li><li>Proactively anticipate the CEO’s needs as priorities shift, exercising strong judgment to address potential issues, opportunities, and required actions.</li><li>Draft correspondence and materials for external Boards, leveraging a robust understanding of corporate operations and industry context.</li><li>Arrange travel and accommodations; manage expenses and provide timely budget reporting for relevant departments.</li><li>Organize departmental meetings, record minutes, and circulate documentation promptly.</li><li>Create and maintain administrative processes that enhance accuracy, reduce redundancy, and contribute to organizational effectiveness.</li></ul><p><br></p>
<p>We are looking for an organized and proactive Assistant Property Manager to support the daily operations of a large property in Toronto, Ontario. This role works under the guidance of the Property Manager, Development Manager, and/or General Manager, providing dependable and timely administrative and operational support for the property. The position acts as a primary liaison for tenants and external vendors and helps improve office processes and systems to maintain a well-organized and productive work environment.</p><p><br></p><p><strong>Primary Duties</strong></p><p><br></p><p><strong>Tenant Relations and Service</strong></p><ul><li>Deliver friendly, professional, and prompt service to all tenants</li><li>Handle standard tenant questions autonomously, directing complex matters to management as needed</li><li>Contribute to planning and executing tenant engagement programs, events, and special projects as assigned</li></ul><p><strong>Building Operations and Facility Oversight</strong></p><ul><li>Assist with all aspects of tenant move-ins and move-outs, such as distributing access cards, coordinating signage, and preparing orientation packets</li><li>Help manage tenant maintenance requests and preventive maintenance tasks</li><li>Participate in the launch and support of new operational and facility-related projects</li><li>Draft and maintain monthly cleaning reports, track service quality, and manage feedback or service credits</li><li>Prepare and send tenant communications, such as updates regarding rent or policy changes</li><li>Collect and process tenant payments, promptly recording and tracking cheques</li><li>Monitor janitorial supply levels, conduct audits, and initiate restock orders for management approval</li><li>Support marketing efforts and the coordination of tenant events or building activities</li><li>Draft, edit, and organize documents, correspondence, reports, and presentations</li><li>Maintain accurate digital and paper filing systems in line with document retention practices</li><li>Regularly update databases for tenant and vendor contacts, emergency information, and contractor records</li><li>Organize and submit expense reports related to property management</li><li>Conduct annual checks to verify tenant insurance documentation is up-to-date and meets property requirements</li><li>Manage scheduling for meeting spaces and handle related logistics and materials</li><li>Distribute incoming and outgoing mail and coordinate courier deliveries</li><li>Oversee the operation of office equipment and arrange technical support when necessary</li><li>Help prepare leasing documents and assemble materials for review by managers or owners</li></ul><p><strong>Financial and Administrative Functions</strong></p><ul><li>Offer administrative assistance to the property management and operations teams, as well as landlords</li><li>Communicate with the accounting department to resolve detailed inquiries from tenants or suppliers</li><li>Maintain purchase order records and track tenant chargebacks for regular review with management</li><li>Handle accounts receivable under the supervision of the Controller</li><li>Ensure supplier invoices are coded correctly, approved, and submitted for processing</li><li>Address vendor payment questions and resolve account issues</li><li>Compile and update monthly accounts receivable summaries for management</li></ul><p><br></p>
<p>Our client is looking for a highly organized and detail-oriented <strong>Administrative Assistant</strong> to join their team on a contract basis in Calgary, Alberta. This position supports property administration and ensures efficient daily operations. The ideal candidate is someone who excels in customer service, thrives in a fast-paced environment, and has an interest in property management.</p><p><strong>Responsibilities:</strong></p><ul><li>Maintain accurate building and tenant records.</li><li>Coordinate tenant billings, reconciliations, and year-end recoveries.</li><li>Assist with operating and capital budget preparation.</li><li>Produce monthly financial reports and expense variance analysis.</li><li>Manage parking administration, including assignments, billing, and policy enforcement.</li><li>Coordinate work orders with trades and ensure accurate billing.</li><li>Attend meetings with tenants, clients, and contractors as needed.</li><li>Maintain complete and organized electronic and physical files.</li></ul>
<p>Our client is looking for a detail-oriented <strong>Administrative Assistant </strong>to join their team on a long-term contract basis in Edmonton, Alberta. This role involves supporting organizational functions and ensuring smooth business operations. The ideal candidate is someone who is proactive, efficient, and adaptable to a dynamic, fast-paced environment.</p><p><strong>Responsibilities:</strong></p><ul><li>Prepare, format, and edit letters and documents accurately.</li><li>Manage travel arrangements and itineraries.</li><li>Process expense reports, credit card transactions, and invoices.</li><li>Maintain and organize documents in SharePoint and other systems.</li><li>Provide administrative support, including scheduling and calendar management.</li><li>Handle email correspondence and perform precise data entry.</li><li>Collaborate effectively with team members and adapt to changing priorities.</li></ul>
<p>Join a dynamic team in the heart of downtown Toronto as an Office Experience Assistant! In this 13-month contract role, you will play a key part in creating a welcoming and professional office environment. You’ll support daily operations, maintain shared spaces, and provide exceptional service to staff and guests. Ideal candidates bring strong organizational skills, a service mindset, and the ability to adapt in a fast-paced, professional setting.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Maintain general office appearance and cleanliness; proactively monitor shared spaces, restock supplies, reset meeting rooms, and ensure surfaces and equipment are always guest-ready</li><li>Support maintenance and repairs by reporting facility issues and collaborating with vendors and building staff</li><li>Monitor and restock office and kitchen supplies, including ordering supplies as needed and organizing shared areas</li><li>Coordinate catering logistics for internal meetings and events; manage setup, food service, and teardown</li><li>Ensure conference rooms are clean, properly configured, and equipped with necessary supplies and basic technology support</li><li>Restock and maintain kitchen areas, monitor inventory, and ensure appliances are clean and in good working order</li><li>Assist with internal events, including setup, signage, and general logistics</li><li>Serve as the first point of contact for clients, visitors, and staff, delivering a professional and friendly welcome</li><li>Greet and register guests, provide amenities and information, and escort as needed</li><li>Assist with desk reservations, guest IT access, and ensure visitor security protocols are followed</li><li>Monitor the concierge inbox, manage visitor access requests, and print badges for staff and guests</li><li>Support your team by flexibly covering key duties during peak periods or team absences</li></ul>
We are looking for an experienced Senior Administrative Assistant with expertise in HR operations to join our team in Toronto, Ontario. This role is essential in supporting various HR functions, including recruitment coordination, compliance tracking, and managing HR systems and documentation. The ideal candidate will demonstrate a detail-oriented approach and the ability to excel in a dynamic and fast-paced environment.<br><br>Responsibilities:<br>• Manage and administer HR and talent management systems, such as BambooHR and WorkSuite, ensuring smooth onboarding and offboarding processes.<br>• Maintain accurate and current employee and consultant records, including managing HR files and documentation.<br>• Oversee the administration of employee equity grants and handle associated paperwork.<br>• Monitor and track the renewal and expiration of employment and consulting agreements.<br>• Develop and maintain HR templates, agreements, forms, and process-related documentation.<br>• Provide recruitment support by coordinating job postings, screening resumes, and scheduling interviews.<br>• Track and report on training progress, performance reviews, policy acknowledgements, compliance, and vacation usage.<br>• Assist in the development and improvement of HR policies and procedures, including conducting research as needed.<br>• Ensure compliance with governance standards and handle confidential HR documentation.<br>• Collaborate with teams to identify opportunities for process optimization within HR operations.
<p>We are looking for a dedicated Administrative Assistant to join a team in North York, Ontario. This long-term contract position offers an excellent opportunity to contribute to the day-to-day operations of a thriving construction company. The ideal candidate will bring strong organizational skills, attention to detail, and a proactive approach to supporting various administrative tasks.</p><p><br></p><p>Responsibilities:</p><p>• Manage incoming and outgoing calls, ensuring prompt and attentive communication.</p><p>• Provide exceptional customer service by addressing inquiries and resolving issues efficiently.</p><p>• Perform accurate data entry and maintain organized records of project and client information.</p><p>• Handle email correspondence, including drafting, responding, and organizing messages.</p><p>• Coordinate schedules and appointments to ensure seamless daily operations.</p><p>• Utilize Microsoft Office tools such as Excel, Word, PowerPoint, and Outlook to create reports, presentations, and other documents.</p><p>• Support team members with administrative tasks to facilitate project execution.</p><p>• Assist in maintaining office efficiency by organizing supplies and managing inventory.</p><p>• Prepare and distribute internal and external communications as needed.</p><p>• Collaborate with colleagues to ensure deadlines and priorities are met.</p>
<p>Our financial services client is seeking an experienced <strong>Executive Assistant</strong> to provide high-level support to the CEO and COO. This role requires strong C-suite experience, discretion, and the ability to manage competing priorities in a fast-paced environment.</p><p>Key Responsibilities</p><ul><li>Manage complex executive calendars, scheduling, and priority alignment</li><li>Coordinate domestic/international travel and oversee expense reporting</li><li>Prepare executive correspondence, reports, and PowerPoint presentations</li><li>Support Executive Team meetings (agenda preparation, minute-taking, follow-ups)</li><li>Provide Board support (scheduling, materials, minutes, action tracking)</li><li>Serve as a key point of contact for internal and external stakeholders</li><li>Manage confidential communications and ensure smooth day-to-day executive operations</li></ul><p><br></p>
<p>We are looking for a detail-oriented Administrative Assistant to join a dynamic non-profit organization in Ottawa. This is a long-term contract position that offers an excellent opportunity to contribute to meaningful initiatives while leveraging your administrative and accounting expertise. The ideal candidate will excel in multitasking, organization, and communication, ensuring smooth daily operations.</p><p><br></p><p>Responsibilities:</p><p>• Process accounts payable and accounts receivable transactions, ensuring accuracy and timely reconciliation.</p><p>• Assist in preparing and submitting expense claims and purchase orders in compliance with organizational policies.</p><p>• Coordinate travel arrangements, including booking accommodations and managing travel expense documentation.</p><p>• Organize and schedule meetings, including sending invitations and preparing agendas.</p><p>• Handle inbound and outbound calls, providing attentive customer service and resolving inquiries efficiently.</p><p>• Perform data entry tasks with precision to maintain up-to-date records and databases.</p><p>• Manage email correspondence, ensuring timely responses and follow-ups.</p><p>• Prepare and format documents using Microsoft Word, Excel, PowerPoint, and Outlook.</p><p>• Support mail merge processes and filing systems to maintain organized and accessible records.</p><p>• Maintain appointment schedules and calendars for team members, ensuring optimal time management.</p>
<p>Notre client, un acteur en forte croissance dans le domaine immobilier, est à la recherche d’un assistant contrôleur pour intégrer son équipe dynamique et chaleureuse. À ce rôle, vous aurez l’occasion de jouer un rôle clé en soutenant la gestion financière d’un portefeuille immobilier en plein essor. Pourquoi joindre cette équipe ?</p><p><br></p><p>• Un environnement moderne : bureaux entièrement rénovés, situés dans un emplacement stratégique avec stationnement et accès direct au métro;</p><p>• De belles perspectives de carrière : possibilités concrètes d’avancement au sein d’une organisation en constante croissance;</p><p>• Une culture d’entreprise vivante : ambiance conviviale, activités d’équipe variées et 5 à 7 réguliers qui renforcent la cohésion.</p><p><br></p><p>TÂCHES:</p><p><br></p><p>Encadrement et collaboration :</p><p>• Guider et accompagner le personnel comptable au besoin.</p><p>• Collaborer avec les différentes équipes de gestion immobilière et d’opérations.</p><p><br></p><p>Soutien à la direction et aux partenaires d’affaires :</p><p>• Fournir des données financières fiables et compréhensibles pour appuyer la prise de décision.</p><p>• Apporter une expertise concernant le suivi et l’évaluation de la performance financière des actifs.</p><p><br></p><p>Conformité et audits :</p><p>• Assurer le respect des standards comptables en vigueur (NCECF ou IFRS) ainsi que des normes fiscales applicables.</p><p>• Coordonner les préparations nécessaires pour les audits, en s’assurant que les informations soient complètes et adéquates.</p><p><br></p><p>Rapports financiers et analyses :</p><p>• Élaborer et analyser des rapports statistiques et financiers sur une base mensuelle, trimestrielle et annuelle.</p><p>• Mettre en avant des analyses stratégiques afin de guider les choix commerciaux et organisationnels.</p>
We are looking for a dedicated Administrative Assistant to join our team in Creemore, Ontario. In this long-term contract role, you will play a vital part in ensuring the smooth operation of administrative functions within our non-profit organization. If you are organized, detail-oriented, and excel at providing exceptional support, we’d love to hear from you.<br><br>Responsibilities:<br>• Manage and respond to inbound calls, providing courteous and attentive assistance to callers.<br>• Maintain accurate records and perform efficient data entry tasks to support organizational needs.<br>• Handle email correspondence, ensuring timely and appropriate responses.<br>• Coordinate and schedule appointments, meetings, and events as needed.<br>• Support communication efforts through inbound and outbound calls to stakeholders.<br>• Create and format documents, presentations, and spreadsheets using Microsoft Office tools.<br>• Utilize Google Suite applications to collaborate and manage workflows effectively.<br>• Assist in preparing reports and presentations with attention to detail.<br>• Provide excellent customer service by addressing inquiries and resolving issues promptly.<br>• Collaborate with team members to ensure administrative tasks are completed efficiently.
<p><strong>Legal Assistant (Corporate/Transactional)</strong></p><p><strong>The Opportunity</strong></p><p>We are seeking a dedicated professional to provide comprehensive support for a legal team. This role balances high-level administrative management with technical transactional work and financial oversight. The ideal candidate thrives in a high-volume environment where precision and discretion are paramount.</p><p><strong>Core Responsibilities</strong></p><p><strong>1. Practice & Workflow Coordination</strong></p><ul><li><strong>Onboarding & Offboarding:</strong> Manage the full file lifecycle, including conflict checks, client intake (KYC/Source of Funds), and systematic archiving.</li><li><strong>Operational Support:</strong> Coordinate complex calendars, schedule meetings, manage contact lists, and maintain bring-forward systems.</li><li><strong>Communications:</strong> Serve as a primary point of contact for clients via phone and email; manage mail distribution and expense reporting.</li></ul><p><strong>2. Transactional & Document Production</strong></p><ul><li><strong>Document Management:</strong> Draft, format, and edit agreements, spreadsheets, reports, and correspondence.</li><li><strong>Closing Support:</strong> Coordinate the execution of documents, prepare digital closing books, and manage trust-related paperwork.</li><li><strong>Due Diligence:</strong> Conduct necessary property and corporate searches via provincial registries and online databases.</li></ul><p><strong>3. Financial Administration</strong></p><ul><li><strong>Billing Lifecycle:</strong> Oversee the billing process from WIP reporting and pre-bill editing to final issuance and digital filing.</li><li><strong>Account Management:</strong> Monitor outstanding accounts receivable and conduct professional follow-ups on balances.</li><li><strong>Trust Accounting:</strong> Process trust-related documentation for closings and invoice payments.</li></ul><p><strong>4. Collaborative Support</strong></p><ul><li>Provide coverage for other team members and assist with shared reception duties as required.</li></ul>
<p><strong>Legal Assistant (Infrastructure)</strong></p><p><br></p><p><strong>The Role</strong></p><p>This senior-level position provides sophisticated support within a specialized infrastructure practice. The role is designed for a professional who excels at high-stakes coordination—acting as a vital link between legal counsel and a diverse range of internal and external stakeholders across multiple offices.</p><p><br></p><p><strong>Core Responsibilities</strong></p><p><br></p><p><strong>1. Advanced Document Production & Technical Editing</strong></p><ul><li><strong>Drafting & Revisions:</strong> Create, format, and meticulously edit complex agreements, reports, and memoranda.</li><li><strong>Technical Suite:</strong> Utilize advanced functions in Word, Excel, and PowerPoint to produce professional legal documentation and forms.</li></ul><p><strong>2. Practice & Logistics Management</strong></p><ul><li><strong>Strategic Scheduling:</strong> Manage complex Outlook calendars, including the coordination of local and multi-office meetings.</li><li><strong>Travel & Travel Support:</strong> Oversee and coordinate intricate business travel arrangements.</li><li><strong>Information Systems:</strong> Maintain a rigorous bring-forward system, update client file lists, and manage the full lifecycle of client/matter files (opening through closing).</li></ul><p><strong>3. Financial & Operational Liaison</strong></p><ul><li><strong>Billing Coordination:</strong> Partner with the internal billing department to facilitate the monthly production and review of accounts.</li><li><strong>Communication Hub:</strong> Act as a primary liaison between legal staff and external clients at all levels; manage incoming and outgoing correspondence.</li><li><strong>Resource Delegation:</strong> Appropriately delegate tasks to specialized service departments and provide auxiliary support to the wider team as needed.</li></ul>
