Are You the Person Who Keeps Everyone Else Organized?

Elite Trimworks Corp. is looking for an exceptional Executive Assistant & Office Coordinator to work directly with our Chief Operating Officer and Management team. This is a high-functioning role combining executive assistance, office management, HR administration, Health & Safety coordination, staff follow-up, technology support and company-wide administration.

We want someone who thinks ahead: the person who notices that a review is due, training is expiring, hours need clarification, supplies are running low, a document is still outstanding or Management has a deadline approaching — and raises it before it becomes a problem. You do not need ten years of experience.

You do need excellent judgement, strong writing and technology skills, discretion, follow-through and the confidence to take ownership.

What You'll Own ?

Executive & Management Support:

● Provide day-to-day high-level administrative support to the COO and Management.

● Maintain forward-looking calendars, reminders, priorities, deadlines and follow-ups.

● Advise the COO in advance of employee reviews, training renewals, safety requirements, meetings, documentation deadlines and other upcoming obligations.

● Prepare preliminary drafts of letters, notices, reports, policies, procedures, forms, employee communications and other documentation for Management review, additions and approval.

● Research and gather supporting information, revise drafts based on feedback, and prepare approved documents for signature, distribution or filing.

● Prepare professional emails, spreadsheets, reports, presentations and internal communications.

● Occasionally assist the COO with personal administrative tasks or errands.

● Coordinate special projects and changing executive priorities.

Office Management & Staff Coordination:

● Help oversee the day-to-day administrative operation of the office.

● Monitor employee attendance, hours, schedules, absences, vacation and required documentation.

● Track staff compliance with Company policies, procedures, training and administrative requirements; follow up and escalate unresolved items to Management.

● Maintain employee, departmental, HR and Safety trackers and provide the COO with timely status updates.

● Maintain office supply inventory and anticipate what is due or running low before shortages occur.

● Coordinate office vendors, couriers, maintenance, equipment, service providers, uniforms/PPE and authorized purchases.

● Maintain accurate and organized electronic and physical records.

● Improve office systems, forms,



trackers and workflows where practical.

HR & Health and Safety Administration:

● Coordinate recruitment administration, interviews, onboarding, orientation and offboarding.

● Prepare preliminary employment and HR documentation for Management review and approval.

● Maintain complete and confidential employee files and track probationary periods, reviews, compensation-review dates, attendance and other employment milestones

● Support payroll administration by tracking and communicating approved employee hours and changes.

● Maintain Health & Safety files, training records, inspections, certificates, acknowledgements and a forward-looking compliance calendar.

● Prepare preliminary Safety FYIs, notices, meeting materials, checklists and communications for Management review and approval.

● Track incomplete or expiring Safety training and advise Management in advance of required action.

● Assist with incident, inspection, WSIB and JHSC-related administration as directed.

Technology & Systems Support:

● Provide first-level support for routine computers, printers, email, accounts and software issues.

● Assist with employee technology setup, access changes and onboarding/offboarding.

● Support Google Workspace and other Company applications.

● Maintain equipment and user-access records.

● Troubleshoot routine issues and coordinate with external IT providers when escalation is required.

● Learn current systems quickly and help employees use Company systems effectively.

Who We're Looking For :

● Exceptionally organized, proactive and detail-oriented.

● A strong professional writer who can turn rough notes into a polished first draft.

● Comfortable working directly with senior Management and handling confidential information.

● Confident with Google Workspace, spreadsheets, calendars, documents and technology.

● Comfortable following up with staff and managers and respectfully holding people accountable for deadlines.

● Resourceful: able to research unfamiliar issues, identify missing information and recommend next steps.

● Good judgement about what can be handled independently and what requires Management approval.

● Calm when priorities change and committed to finishing what they start.





EXPERIENCE:

Approximately 2+ years of qualified administrative, executive-assistant, office-management, HR administration or similar experience is preferred. However, exceptional candidates with less direct experience will be considered if they demonstrate strong maturity, communication, technology skills, organization, judgement and initiative.

Exposure to HR, recruitment, payroll, Health & Safety, employee administration, office management or executive support is an asset. Post-secondary education is an asset, not a requirement.

Compensation, Benefits & Schedule:

● Starting pay: $31.00/hour.

● Approximate annual equivalent: $68,510 based on 42.5 regular hours/week, before applicable overtime. Overtime is paid in accordance with applicable Ontario employment standards.

● Performance and compensation reviews.

● Extended health and dental perks; vision and life insurance; Employee Assistance Program.

● On-site parking, employee discount, company events and wellness initiatives.

● Training, professional development and significant opportunity to grow with the role.

Fully On-site in Woodbridge, Ontario.

● Monday–Friday plus a minimum of one Saturday per month on rotation with other Management members; additional Saturday coverage may occasionally be required based on operational needs.

Existing Vacancy

This posting is for an existing vacancy that Elite Trimworks Corp. intends to fill.

Application

Please apply with your résumé and complete the screening questions included with this posting. Accommodation is available upon request throughout the recruitment and selection process. AI disclosure: Before posting, insert Elite Trimworks Corp.'s truthful statement regarding whether artificial intelligence is used to screen, assess or select applicants.

Elite Trimworks Corp. is committed to an inclusive and accessible recruitment process.

Pay: From $31.00 per hour

Expected hours: 42.5 per week

Benefits

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

Application question(s):
- This position is 100% on-site in Woodbridge, Ontario. Are you able to reliably commute to our Woodbridge location?
- This role involves working directly with the COO and Management and handling confidential employee and company information. Describe your experience working with confidential or sensitive information.
- Give an example of a time you noticed something that needed to be done before your manager asked you to do it. What did you notice, and what action did you take?

Work Location: In person

📌 Executive Assistant & Office Coordinator (Woodbridge)
🏢 Elite Trimworks
📍 Woodbridge