Executive Assistant and Office Manager

Stafflink; Surrey; On-site; CAD 50,000 - 70,000; Full time

Job summary

An organization in the Broader Public Sector is seeking an experienced Executive Assistant for a 6-month contract starting August 18, 2025. The role involves providing high-level administrative support, managing executive schedules, and overseeing office operations. The ideal candidate should have a certificate in office administration and strong organizational skills, along with proficiency in Microsoft Office Suite. The position offers an opportunity to thrive in a dynamic, fast-paced environment.

Qualifications

• Experience providing executive-level administrative support in a confidential setting.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong knowledge of standard office operations and administrative best practices.

Responsibilities

• Oversee executive calendars and balance competing priorities.
• Screen calls and correspondence, ensuring proper prioritization.
• Coordinate and track time-sensitive correspondence and documentation.
• Plan and execute meetings and events with logistics and follow-up.
• Prepare, edit, and format business documents with precision.
• Manage travel logistics and financial processes in compliance with policies.
• Develop systems for records management and communication protocols.
• Partner with teams to support organizational needs.
• Oversee office resources and maintain a productive work environment.

Skills

Organizational skills

Time management

Confidentiality

Microsoft Office Suite

Education

Certificate in Office Administration

Completion of Grade 12

Job description

Job Description

Altis Recruitment is grateful to partner with an organization within the Broader Public Sector to support the recruitment of an Executive Assistant and Office Management Support role. This position is a 6 month contract (possibility of extension) that will start on August 18, 2025.

This role provides high-level, confidential executive administrative and office management support to leadership and project teams, ensuring seamless coordination, proactive issue resolution, and operational excellence across a dynamic and fast-paced environment.

Key Responsibilities :

• ManagesComplexScheduling : Strategically oversees executive calendars, balancing competing priorities, urgent demands, and facilitating high-impact meetings.
• PrimaryPointofContact : Screens calls, visitors, and correspondence, ensuring appropriate prioritization and redirection of inquiries.
• Executive&ProjectSupport : Coordinates and tracks time-sensitive correspondence and documentation, ensuring timely responses and informed decision‑making.
• Meeting&EventManagement : Plansandexecutesmeetingsandevents,includinglogistics,materials,minute-taking,andfollow-uponactionitems.
• DocumentPreparation : Prepares,edits,andformatsbusinessdocumentswithprecisionandprofessionalism.
• Travel&FinancialCoordination : Manages travel logistics, authorizations, reimbursements, procurement, and expense processes in compliance with company policies.
• AdministrativeSystemsOversight : Develops and maintains systems for records management, mail handling, and executive communication protocols.
• Cross-FunctionalCollaboration : Partners with executive assistants and project teams to support broader organizational needs, including Board support and multi-project initiatives.
• OfficeOperationsManagement : Oversees office resources, relocations, and facilities coordination to maintain a productive work environment.

Qualifications :

• Completion of Grade 12 and a certificate in office administration, with demonstrated experience providing executive-level administrative support in a confidential setting.
• Strong working knowledge of standard office operations and administrative best practices.
• Exceptional organizational and time management skills, with a keen attention to detail.
• Proven ability to thrive under pressure and meet tight deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).