Position Mission The Receptionist / Executive Assistant provides professional front-office support while delivering reliable administrative and executive assistance to O’Hara Technologies executive team. This position serves as a key point of contact for employees, customers, vendors, and visitors while helping ensure that executive priorities, meetings, communications, travel, and day-to-day administrative activities are coordinated effectively.

The role requires professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced business environment.

Key Responsibilities

Reception & Front Office

- Serve as the first point of contact for visitors, customers, vendors, and other guests, providing a professional and welcoming experience.
- Answer, screen, and direct incoming telephone calls and general inquiries to the appropriate departments.
- Manage visitor arrivals, including sign-in procedures, meeting room coordination, and notifying appropriate employees.
- Receive and coordinate incoming mail, courier deliveries, packages, and outgoing shipments as required.
- Monitor general company email inquiries and direct communications to the appropriate individuals or departments.
- Assist with meeting room scheduling and preparation for internal and external meetings.
- Coordinate refreshments, catering, and other arrangements for meetings and visitors as required.

Office & Administrative Support

- Support general office administration and coordinate day-to-day office requirements.
- Maintain office supplies and coordinate replenishment as required.
- Assist with company meetings,



employee events, customer visits, training sessions, and other internal activities.
- Coordinate with internal departments to support administrative requests and company initiatives.
- Maintain and update the company calendar with approved employee vacation, planned absences, and other scheduled time away to ensure accurate visibility and coordination across the organization.

Executive Assistance

- Provide day-to-day administrative support to members of the executive management team.
- Manage executive calendars, appointments, meetings, and scheduling priorities.
- Coordinate internal and external meetings, including invitations, meeting rooms, agendas, and supporting materials.
- Assist with executive travel arrangements, including flights, accommodations, transportation, itineraries, and related documentation.
- Prepare, format, proofread, and organize correspondence, reports, presentations, meeting materials, and other business documents.
- Assist with tracking executive action items, follow-ups, deadlines, and outstanding requests.
- Support executives with expense reports, receipts, purchase documentation, and other administrative records.




- Handle confidential and sensitive business information with a high level of discretion and professionalism.
- Assist with correspondence and communication on behalf of executives when requested.
- Assist with preparation and coordination for customer visits, audits, Factory Acceptance Tests (FATs), and other scheduled visitors to the facility.
- Support the coordination, tracking, and filing of client NDAs, Confidentiality Agreements, MSAs, and other corporate agreements.
- Assist with Board of Directors meetings and resolutions, including meeting coordination, documentation, circulation, and filing.
- Assist with special projects and other administrative responsibilities as assigned by management.

Key Competencies

- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Professional and polished interpersonal manner.
- Strong attention to detail and commitment to accuracy.
- Ability to prioritize multiple responsibilities and respond effectively to changing requirements.
- Ability to work independently while collaborating effectively across departments.
- Sound judgment and discretion when handling confidential information.
- Robust follow-through and ability to keep tasks and commitments organized.
- Customer-service-oriented approach when interacting with employees, customers, vendors, and visitors.
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.

Pay: $70,000.00-$80,000.00 per year

Benefits

- Dental care
- Extended health care
- Life insurance
- On-site parking

Work Location: In person

📌 Receptionist / Executive Assistant (Richmond Hill)
🏢 O'Hara Technologies
📍 Richmond Hill