Office operations, executive support, finance administration, and Caregiver recruitment Full-time, in-office 101 Queensway W, Mississauga, Ontario - across from Mississauga Hospital Monday to Friday Company Health Spending Account We are seeking a warm, highly organized, and resourceful Office Administrator and Executive Assistant to manage the day-to-day functions of our office and provide direct executive support to the Principal, Managing Director, and Care Designers. This is a highly visible, customer-facing position. The successful candidate will often be the first point of contact for clients, families, Caregivers, candidates, vendors, and other members of the community.

They must create a welcoming and professional experience, both in person and over the telephone. The role combines the responsibilities of an Office Operations Manager with those of an Executive Assistant. It includes office operations, administrative controls, financial administration, Caregiver recruitment and onboarding, management of the Principal's email inbox, and coordination of executive schedules and communications.

The successful candidate must be comfortable working with electronic records, digital documents, cloud-based systems, and technology-enabled administrative processes. Reception and Customer Service Serve as a welcoming and professional first point of contact for the organization. Answer and manage incoming telephone calls promptly, warmly, and professionally.

Take accurate messages and ensure urgent or important matters receive timely attention. Help resolve routine questions and concerns while escalating sensitive or complex matters appropriately. Maintain a positive and professional environment for everyone who contacts or visits the office.

Office

Operations and Administration Oversee the day-to-day operation of the office and ensure it runs efficiently and professionally. Maintain office supplies, equipment, records, and administrative systems. Coordinate repairs, maintenance, technology support, and other office services.

Manage relationships with vendors, service providers, building management, and other external contacts. Support and maintain a paperless office environment by organizing records electronically, digitizing incoming documents, and minimizing the creation and storage of paper files. Coordinate office meetings, events, and team activities.

Maintain office calendars, contact lists, directories, forms, and administrative resources. Ensure office policies and administrative procedures are followed consistently. Develop and improve office procedures, workflows, forms, checklists, and administrative systems.





Monitor outstanding administrative matters and ensure they are completed on time. Provide general administrative support to the wider team as required.

Administrative

Controls and Recordkeeping Establish and maintain administrative controls to ensure documents are properly prepared, approved, securely stored, and retained. Prepare administrative reports, trackers, spreadsheets, and summaries for management. Help ensure company policies, approval processes, and recordkeeping requirements are consistently followed.

Support internal reviews and provide organized digital documentation when requested. Identify administrative gaps or risks and bring them to the appropriate leader.

Finance

Operations and Administration Support the day-to-day financial administration of the business. Track accounts payable and follow up on outstanding invoices or approvals. Assist with client billing, invoice preparation, and accounts receivable follow-up as directed.

Assist with bank deposits and other routine financial administration, where applicable. Support payroll administration by collecting, reviewing, and submitting approved hours, changes, and supporting information. Help maintain accurate Caregiver and employee information required for payroll.

Coordinate with the company's bookkeeper, accountant, payroll provider, and financial institutions as authorized. Provide requested records and supporting documents for bookkeeping, accounting, tax preparation, insurance, and audits. Follow established authorization and financial-control procedures.

Provide executive and administrative support to the Principal, Managing Director, and Care Designers. Recognize urgent, important, or sensitive correspondence and ensure it receives timely attention. Draft, edit, and proofread emails, letters, reports, presentations, and other communications.

Prepare meeting agendas, documents, briefing notes, and follow-up materials. Coordinate travel arrangements, reservations, itineraries, and related logistics when required. Anticipate executive needs and proactively address administrative issues.

Coordinate reference checks, background checks, credential collection, and other pre-employment requirements. Prepare offer letters, onboarding documents, orientation materials, and electronic personnel files. Ensure required employment, payroll,



and compliance documents are completed accurately and stored securely.

Coordinate onboarding schedules, introductions, orientation, training, and follow-up activities. Track credentials, training records, background checks, agreements, and other required documents. Help ensure new Caregivers are properly prepared for their assignments.

Previous experience in office administration, office operations, office management, executive assistance, financial administration, customer service, recruitment coordination, or a comparable position. Robust customer service skills and confidence communicating by telephone and in person.

Experience supporting senior leaders and managing important or confidential communications.

Experience with invoicing, expense administration, recordkeeping, payroll support, or bookkeeping coordination. Sound judgment and the ability to recognize urgent or sensitive matters. Proficiency with Microsoft Office or Google Workspace, including email, calendars, documents, and spreadsheets.

Comfort working in a paperless environment using electronic records, digital documents, cloud-based filing systems, and online administrative tools. Comfort using AI tools to support communication, organization, research, document preparation, and administrative efficiency is an asset. A willingness to learn and responsibly adopt new technologies is an asset.

Experience with accounting, payroll, scheduling, or customer relationship management systems is an asset.

Experience in home care, healthcare, staffing, hospitality, or another service-oriented organization is an asset.

Experience supporting recruitment and employee onboarding is an asset. Willingness and availability to occasionally assist with answering telephone calls remotely from home on weekends is an asset. Confident and professional when answering telephones and welcoming visitors.

Accurate and comfortable working with financial and administrative information. Telephone calls and inquiries are answered promptly and handled appropriately. The office is well organized, efficient, professional, and paperless.

Invoices, expenses, payroll information, and supporting documents are processed accurately and on time. Administrative controls and approval procedures are followed consistently. The position will also coordinate with the company's bookkeeper, accountant, payroll provider, vendors, and other external service providers as required.

Office

Administrator and Executive Assistant Full-time In-office Monday to Friday Willingness to occasionally assist with answering telephone calls remotely from home on weekends is an asset.

Company Health Spending

Account #

📌 Office Administrator and Executive Assistant (Mississauga)
🏢 Nurse Next Door Home Care Services – Mississauga
📍 Mississauga