Executive Office Coordinator

6 days ago


Peterborough, Ontario, Canada ONTARIO INC. Full time
Job Description

We are seeking an experienced Executive Office Coordinator to join our team at Ontario Inc. in a full-time permanent position.

About the Role

This is a fast-paced administrative role that requires strong organizational skills, attention to detail, and excellent communication abilities. The successful candidate will be responsible for providing administrative support to senior management, coordinating meetings and events, managing budgets, and maintaining accurate records.

Duties and Responsibilities
  • Coordinating seminars, conferences, and other events;
  • Preparing and implementing budgets and expenditure plans;
  • Establishing and enforcing policies and procedures;
  • Recording and preparing minutes of meetings, seminars, and conferences;
  • Determining and establishing office procedures and routines;
  • Planning and developing recruitment strategies;
  • Scheduling and confirming appointments;
  • Managing contracts;
  • Answering telephones and relaying telephone calls and messages;
  • Overseeing the analysis of employee data and information;
  • Answering electronic inquiries;
  • Overseeing the preparation of reports;
  • Advising senior management;
  • Responding to employee questions and complaints;
  • Ordering office supplies and maintaining inventory;
  • Negotiating collective agreements on behalf of employers or workers;
  • Arranging travel, related itineraries, and making reservations;
  • Setting up and maintaining manual and computerized information filing systems;
  • Typing and proofreading correspondence, forms, and other documents;
  • Performing data entry;
  • Working with the marketing department to understand and communicate marketing messages to the field;
  • Recruiting and hiring workers and carrying out related staffing actions;
  • Maintaining and managing digital databases;
  • Consulting with clients after sale to provide ongoing support;
  • Assigning, coordinating, and reviewing projects and programs;
  • Planning, organizing, directing, controlling, and evaluating daily operations.
Work Conditions and Physical Capabilities

The ideal candidate will thrive in a fast-paced environment, working under pressure with tight deadlines, and have strong attention to detail. They will also be comfortable with repetitive tasks, large caseloads, and workloads.

Personal Suitability
  • Ability to multitask;
  • Excellent oral communication;
  • Excellent written communication;
  • Organized;
  • Team player;
  • Reliability;
  • Work Term: Permanent;
  • Work Language: English;
  • Hours: 35 hours per week.
Compensation

The estimated salary for this role is between $45,000 and $60,000 per year, depending on experience and qualifications.



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