Executive Assistant & Office Manager

Quantum Management Services Ltd.; Toronto; On-site; CAD 68,000 - 83,000; Full time

Job summary

Quantum Management Services Ltd. in North York, Ontario is seeking an energetic Executive Assistant & Office Manager to work closely with senior leadership and keep a busy, client-facing office running smoothly on-site.

You will manage calendars, prepare communications, coordinate travel, and oversee office operations, while supporting events and executive visits. This role offers visibility, variety, and growth as the Canadian team expands.

Qualifications

• 3+ years in an EA, senior administration or office manager role.
• Experience supporting senior leadership.
• Strong organization and attention to detail.
• Excellent written and verbal communication.
• Able to work independently and collaboratively.
• Comfort wearing multiple hats in a growth company.

Responsibilities

• Provide executive support: calendars, correspondence, meetings, documents.
• Coordinate travel and itineraries for executives.
• Oversee daily office operations, facilities and vendors.
• Welcome clients and act as liaison with stakeholders.
• Organize corporate events and executive visits.
• Identify improvements to administrative processes.

Skills

Executive support

Calendar management

Travel coordination

Office management

Communication

Client-facing

Multitasking

Microsoft Office

Tools

Microsoft Office

Job description

Position: Executive Assistant & Office Manager
Location: North York, ON (Fully On-Site)
Salary: $75,000 + Bonus
Position Type: Full-time, Permanent
Posting Type: Open vacancy

Be at the Centre of Something Exciting

Join a growing Canadian business backed by an established global leader in medical aesthetics. We're seeking an energetic, polished and highly organized Executive Assistant & Office Manager to work closely with senior leadership and keep a busy, client-facing office running smoothly.

This is a hands-on opportunity for someone who enjoys variety, takes initiative and wants to make a visible contribution as the Canadian team expands.

What You'll Do:

• Provide proactive executive support, including calendars, correspondence, meetings, documents and presentations.
• Coordinate business travel, accommodations and itineraries for executives and employees.
• Oversee daily office operations, supplies, facilities, vendors and general administration.
• Welcome clients and visitors; serve as a professional point of contact for internal and external stakeholders.
• Organize corporate events, educational sessions, national sales meetings and international executive visits.
• Anticipate needs, solve problems and improve administrative processes and office efficiency.

What We're Looking For:

• 3+ years in an Executive Assistant, senior administration, Office Manager or similar role, including support to senior leadership.
• Exceptional organization, prioritization, attention to detail and follow-through.
• Polished written and verbal communication; confidence engaging executives, clients and colleagues.
• A personable, energetic, discreet and resourceful professional who works independently and collaboratively.
• Flexibility, sound judgment and enthusiasm for wearing multiple hats in a growing business.
• Healthcare, medical aesthetics or other client-facing industry experience is an asset, not a requirement.

Work Environment & Schedule

100% on-site in North York (Toronto), with ample parking and convenient public transit access. Monday-Friday, typically 9:00 a.m.-5:00 p.m., with occasional evening flexibility for executive visits, corporate events and special initiatives.

Why Join?

Enjoy direct exposure to senior leadership, international colleagues and industry professionals; a varied role spanning executive support, events and office management; and the opportunity to grow with an expanding Canadian organization.

All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.
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