Executive & Office Coordinator

HR à la carte; Toronto; On-site; CAD 55,000 - 75,000; Full time

Job summary

A professional services firm in Toronto is seeking an Executive & Office Coordinator to support the Co-CEOs and Senior Executive Team. The ideal candidate will have 3-5 years of administrative experience, excellent organizational skills, and a proactive approach. Responsibilities include managing calendars, coordinating projects, and handling HR tasks. This position requires strong communication skills and the ability to work independently in a dynamic environment.

Qualifications

• 3-5 years’ experience in an administrative role supporting leadership.
• Experience in a small financial services firm is an asset.
• Proficiency with MS Office and HR software.
• Exceptional professionalism and communication skills.

Responsibilities

• Manage calendars and commitments for Co-CEOs.
• Coordinate communication for leadership on various projects.
• Prepare documents for executive meetings.
• Take notes and minutes for SET meetings.
• Assist with office management duties.

Skills

Professionalism

Communication

Organizational skills

Attention to detail

Customer service orientation

Education

College diploma or university degree in business administration

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Adobe

DocuSign

SAP Concur

Collage HR

Job description

Job Description:
The Executive & Office Coordinator will be responsible for supporting the firm’s Co-CEOs and Executive Chairman (SET - Senior Executive Team) in managing day-to-day operations and ensuring the smooth running of the firm. This role involves anticipating needs, offering solutions, and handling tasks with a high level of professionalism and confidentiality. The successful candidate will be proactive, detail-oriented, and able to manage multiple projects simultaneously.

Key Responsibilities:

Executive Support:

• Manage individual calendars for the Co-CEOs, ensuring each executive is well-informed of upcoming commitments and responsibilities
• Serve as a central point of communication for leadership on various projects tasks, and keep all stakeholders informed on essential updates
• Assist in the preparation and dissemination of documents for the SET’s execution
• Take notes and prepare minutes for meetings involving SET, as requested
• Prepare, organize and file various forms of communication; letters, agendas, emails, notes, and reports as required
• Plan and execute department meetings, luncheons and firm events and manage meeting logistics for SET
• Coordinate reservations and travel arrangements for the SET
• Assist with SET’s monthly expense filings
• Assist with other tasks for various teams as requested by SET

Office Management:

• Answer, screen and direct mainline phone calls
• Oversee the overall functioning of the firm’s head office, including ordering and replenishing all necessary office supplies and maintaining the office environment (i.e. maintain office, kitchen and common areas as welcoming, tidy, and collaborative)
• Serve as the primary point of contact for third parties, including, but not limited to, building management, suppliers, and delivery services
• Process incoming and outgoing shipments, mail, and courier deliveries
• Act as a member of the Joint Health & Safety Committee

HR Administration:

• Support HR initiatives, including maintaining employee data, coordinating onboarding and offboarding tasks, administrative recruitment support, policy maintenance, benefits and payroll administration, as well as new initiatives

Other:

• Provide backup support to other departments and involvement in special projects as assigned for the overall benefit of Hamilton ETFs

Qualifications:
The Executive & Office Coordinator will be proactive, adaptable, and eager to work in a dynamic environment to support the Senior Executive Team and firm’s operations. They will have:

• Completion of college diploma or university degree in business, administration or another relevant field.
• 3 – 5+ years’ experience in a similar role, executing administrative responsibilities and supporting leadership. Experience in a small financial services firm and in human resources administration an asset.
• Strong proficiency with MS Office (Word, Excel, PowerPoint, Outlook) and Adobe. Experience with signing software (e.g., DocuSign), expense management software (e.g., SAP Concur), and HR systems (e.g., CollageHR).
• Exceptional professionalism, communication, and interpersonal skills, both written and verbal.
• Strong organizational skills with impeccable attention to detail and the ability to manage multiple tasks simultaneously.
• A desire to be part of a team with a strong corporate culture, while balancing the need for a high degree of confidentiality and discretion in handling sensitive information.
• Ability to work independently, prioritize tasks, and complete projects with minimal supervision.
• Exceptional customer service orientation and strong relationship management skills.
• Flexibility to support outside of normal working hours, as required.
• Bilingual in French is an asset.

Interested in being a part of Hamilton ETFs? We look forward to your application!

Hamilton ETFs is committed to meeting the accessibility needs of all applicants throughout the recruiting and selection process. Please inform us if you require any accommodation during the hiring process. We thank all applicants in advance, however only those under consideration will be contacted.

Please notewe are only accepting applications from those authorized to work in Canada and we are not currently sponsoring any temporary or permanent work visas.