Executive Assistant & Office Administrator

Maverick XM; Windsor; On-site; CAD 48,000 - 58,000; Full time

Benefits offered by this job

Medical benefits

RRSP Matching program

IEP Program

Annual wellness spending allowance

Job summary

Maverick XM in Windsor, Nova Scotia is seeking an experienced executive assistant/office administrator to support the CEO and COO, manage calendars and travel, and oversee the company’s administrative backbone.

The role covers postings, onboarding/offboarding, policy compliance, and health & safety records, along with office operations and vendor management. It is an in-office, full-time position with a clear path to growth into People and Culture or Operations roles.

Qualifications

• Three or more years as an executive assistant or similar role.
• Strong written communication; draft on behalf of CEO.
• Advanced Google Workspace or Microsoft 365 proficiency.
• Complete discretion with confidential personnel, payroll and executive information.

Responsibilities

• Provide executive support to CEO and COO: calendar, inbox triage, travel, meeting prep, notes and follow up.
• Coordinate recruiting: postings, screening, shortlist, interviews, references.
• Handle onboarding, offboarding, paperwork, and equipment returns.
• Manage company compliance trackers: certifications, licenses, registrations, insurance and inspections.
• Distribute policies and track acknowledgments; maintain employee handbook documents.
• Maintain registers: contracts, SOWs, client certificates, and company assets with renewal awareness.
• Oversee health and safety records: incident logs, meetings, training, auditor requests.
• Track timesheets, receipts, expenses and invoicing reminders; prepare weekly leadership scorecards.
• Oversee office operations: supplies, vendors, mail, visits, events, and staff gifting.

Skills

Executive support

Written communication

Discretion

Tools

Google Workspace

Microsoft 365

Job description

Maverick XM · Windsor, Nova Scotia · Full time, permanent, in office

$48,000 to $58,000 depending on experience, plus an annual bonus of up to 5% of base

Maverick XM is an experiential marketing agency in Atlantic Canada. We build and run brand experiences, events, sampling programs and retail merchandising for national and regional clients. We are a small team running a lot of moving parts across several provinces, and we are hiring the person who keeps all of it in order.

THE ROLE

This is a two part seat.

About half of it is supporting our CEO and COO directly: calendars, inbox triage, travel, meeting preparation and materials, notes, and chasing down the follow ups so nothing quietly falls through.

The other half is running the administrative backbone of the company: job postings and interview coordination, onboarding and offboarding paperwork, certification and renewal tracking, policy compliance, health and safety records, timesheets, receipts, and the office itself.

One thing candidates often ask about, so we will answer it up front: this is not a personal assistant role. There are company errands, a post office run, a supply pickup, a client gift to get out the door, and you will keep our CEO's calendar accurate including the personal commitments that sit on it. There is no household management, no family scheduling and no personal finances.

If you are the kind of person who gets real satisfaction out of a tracker that is fully current and a deadline nobody else had to think about, this role was written for you.

WHAT YOU WILL OWN

• Executive support to the CEO and COO: calendar, inbox triage, travel, meeting prep, notes and follow up.
• Recruiting coordination: job postings, screening applications to a shortlist, interview scheduling, references and background checks.
• New hire paperwork and onboarding, and offboarding paperwork and equipment return.
• The company compliance tracker: staff certifications, driver's licences, vehicle registration, insurance and inspections, all flagged well before anything expires.
• Policy distribution and acknowledgment tracking across the employee handbook, and document control on our policies and procedures.
• Our registers: contracts and statements of work, client insurance certificates, and company equipment and assets. If it has a renewal date, you own knowing about it first.
• Health and safety administration: the incident log, safety meeting records, training records, and the file being ready when a client or an auditor asks for it.
• Timesheet tracking and reconciliation, receipt collection and coding, expense reports, and scheduled reminders on outstanding invoices.
• Weekly scorecard data collection for our leadership meeting.
• The office: supplies, vendors, mail, visitors, the logistics behind staff meetings and internal events, client and staff gifting, and the birthdays and milestones that would otherwise get missed.

WHAT WE ARE LOOKING FOR

• Three or more years as an executive assistant, office administrator, office manager or senior administrative coordinator, ideally somewhere the role spanned several functions.
• A track record of owning something other people depended on, and never letting it go stale.
• Strong written communication. You will draft on behalf of our CEO.
• Advanced Google Workspace or Microsoft 365, and the ability to pick up a new operations platform quickly.
• Complete discretion with confidential personnel, payroll and executive information.
• The persistence to chase people politely and repeatedly until the receipt, the timesheet or the signature actually arrives.
• A valid Nova Scotia driver's licence and a reliable vehicle for company errands. Mileage is reimbursed.
• Nice to have: HR administration, recruiting coordination, compliance or certification tracking, health and safety record keeping, fleet administration, or agency, events or field services experience.

WHAT WE OFFER

• $48,000 to $58,000 depending on experience, plus an annual bonus of up to 5% of base.
• A clearly defined seat with written responsibilities, real ownership and measurable goals, rather than a vague catch all.
• Direct exposure to the CEO and COO and to how a growing agency actually runs.
• Room to grow. As we scale, this seat is the natural feeder into a People and Culture or Operations role.
• A small, fast, genuinely fun team doing work you will see out in the world.
• Medical benefits and RRSP Matching program
• IEP Program and an annual wellness spending allowance

Maverick XM is an equal opportunity employer. We welcome applications from all qualified candidates and provide accommodation on request at any stage of the hiring process.