Office Manager

VHR Global Technical Recruitment; Central Ontario; On-site; CAD 65,000 - 75,000; Full time

Job summary

VHR Global Technical Recruitment is seeking an experienced Office Manager / Executive Administrative Assistant to oversee daily office operations and directly support the President in Ontario, Canada.

The role covers office administration, executive support, meetings coordination, bookkeeping, and HR administration, with a salary range of CAD 65,000–75,000 per year depending on experience.

Qualifications

• Minimum 5 years of experience in office administration or executive support.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficient with MS Office suite and basic bookkeeping / invoicing.

Responsibilities

• Manage day-to-day office administration and organization.
• Greet clients and respond to inquiries; answer phones.
• Maintain calendars, travel arrangements, and correspondence for the President.
• Prepare documents, reports, and presentations as required.
• Coordinate meetings, notes, and follow-up actions.
• Assist with basic bookkeeping, invoicing, and records maintenance.
• Support HR paperwork, onboarding/offboarding, and confidentiality.

Skills

Organization

Time management

Communication

Note-taking

Bookkeeping

MS Office

Outlook

Excel

Tools

Microsoft Office

Outlook

Word

Excel

Job description

Salary: $65,000–$75,000 per year, depending on experience and qualifications

Position Overview

We are seeking an experienced, highly organized, and dependable Office Manager / Executive Administrative Assistant to oversee day-to-day office administration and provide direct support to the President.

This is a hands-on position suited to someone who is proactive, professional, highly organized, and comfortable managing multiple responsibilities. The successful candidate will play an important role in keeping the office running efficiently and ensuring the President is well organized and supported.

Key Responsibilities

Office Administration

• Manage the day-to-day administration and organization of the office.
• Greet clients, visitors, and business partners in a professional manner.
• Answer phones and respond to general inquiries.
• Receive and distribute mail, packages, and deliveries.
• Manage office supplies and general office requirements.
• Maintain company records, documents, and administrative files.
• Coordinate office services and suppliers as required.

Executive Support

• Provide direct administrative support to the President.
• Manage and maintain the President's calendar, appointments, and schedule.
• Monitor, organize, and assist with the President's email and correspondence.
• Prioritize incoming information and ensure important matters are brought to the President's attention.
• Arrange business travel, including flights, hotels, transportation, and itineraries.
• Prepare documents, correspondence, reports, and presentations as required.
• Assist the President with day-to-day administrative requirements.

Meetings & Boardroom Coordination

• Schedule and coordinate meetings and appointments.
• Prepare the boardroom and meeting rooms for meetings.
• Ensure meeting rooms are properly set up with required materials, equipment, refreshments, and documentation.
• Attend meetings as required and take accurate notes and meeting minutes.
• Prepare and distribute meeting notes, action items, and follow-up information.
• Track outstanding action items and assist with follow-up.

Bookkeeping & Invoicing

• Assist with basic bookkeeping and financial administration.
• Prepare and send customer invoices in a timely manner.
• Track outstanding invoices and follow up as required.Maintain receipts, expenses, and supporting documentation.
• Assist with accounts payable and accounts receivable administration.
• Liaise with external accounting and bookkeeping providers as required.

Human Resources Administration

• Assist with basic HR administration and employee documentation.
• Maintain employee files and records.
• Assist with employee onboarding and offboarding.
• Coordinate employment documents, timesheets, and other HR paperwork.
• Maintain confidentiality of employee and company information.

Qualifications & Requirements

• Minimum 5 years of experience in office administration, office management, executive assistance, or a similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Experience with meeting coordination and professional note-taking.
• Basic bookkeeping and invoicing experience.
• Proficiency with Microsoft Office, Outlook, Word, and Excel.
• Ability to manage multiple priorities and work independently.Professional, reliable, discreet, and trustworthy.
• Strong interpersonal and customer-service skills.
• Ability to handle confidential information appropriately.

Employment Eligibility & Screening

• Must be a Canadian Permanent Resident and legally eligible to work in Canada.
• Must be able to successfully complete a criminal record check and security/background screening.
• Must be able to maintain confidentiality and handle sensitive company, employee, and client information.