Job Title: Executive Assistant

Full-Time / 20-Month Fixed-Term Contract

Salary: $60,000–$70,000 annually

Reports to: President

About Us:

Minor Bros. is a family-owned feed business proudly serving Southern Ontario for over 60 years. We value taking pride in our work, communicating openly, solving problems, and following through on commitments. If you are someone who enjoys bringing organization and structure to a busy workplace and gets satisfaction from seeing things through to completion, we'd like to hear from you.

Job Overview

Minor Bros. is looking for a highly organized, proactive Executive Assistant who takes ownership, pays attention to the details, and executes on tasks. We are looking for someone who can keep multiple priorities moving, follow up when something is outstanding, recognize when a deadline is at risk, and make sure commitments turn into action.

You will work closely with our President, management team, and Maintenance department in a fast-paced agricultural and industrial environment. As our organization moves through a leadership transition, you will play an important role in maintaining continuity, coordinating priorities, and keeping projects and day-to-day responsibilities on track.

Responsibilities:

- Provide administrative and organizational support to the President and management team.
- Track projects, commitments, deadlines, and outstanding action items and follow up until they are completed.
- Coordinate meetings, prepare agendas, take concise notes, document decisions, and ensure action items have clear owners and deadlines.
- Maintain project and task information in the company ERP (Odoo) and other company systems.




- Keep management informed of progress, outstanding decisions, potential delays, and roadblocks.
- Coordinate communication between management, employees, departments, suppliers, contractors, and skilled trades.
- Prepare skilled correspondence, reports, summaries, presentations, and other business documents.
- Identify missing information, unclear responsibilities, and process gaps and help move them toward resolution.
- Provide administrative support to the Maintenance Department, including work orders, quotations, purchase orders, invoices, service appointments, records, warranties, and equipment documentation.
- Follow up with suppliers, contractors, and internal employees to ensure maintenance work and projects continue progressing.
- Maintain accurate, organized records and ensure information is entered and updated consistently.
- Handle confidential and sensitive information with professionalism and discretion.

Qualifications: The right person for this position will have a strong sense of urgency and personal accountability. You don't need to be reminded repeatedly about a deadline—you are often the person reminding others.

We are looking for someone who is:

- Is exceptionally organized and detail-oriented.
- Takes ownership and follows tasks through to completion.




- Works with urgency without sacrificing accuracy.
- Can manage multiple priorities and changing deadlines.
- Is comfortable following up with people at all levels of an organization.
- Notices when something has been missed and takes initiative to address it.
- Communicates clearly, professionally, and confidently.
- Can turn meetings and conversations into clear actions and next steps.
- Is comfortable working independently and using good judgment about when to involve management.
- Enjoys creating structure and organization in a busy environment.
- Is comfortable working with technology and learning new systems.
- Can communicate effectively with executives, employees, suppliers, contractors, and skilled trades.

Previous experience in executive assistance, project coordination, operations, administration, maintenance coordination, or a similar role would be an asset. Experience in an agricultural, manufacturing, construction, maintenance, or industrial environment would also be valuable. Contract Term & Future Opportunity

This is a full-time, 18-month fixed-term position providing coverage during a maternity leave.

As our organizational needs develop, there may be an opportunity for the successful candidate to be considered for a permanent position following the contract. This is not a guarantee of continued employment but may provide a potential career path for someone who demonstrates strong organizational ability, initiative, and operational follow-through.

Pay: $60,000.00-$70,000.00 per year

Benefits

- Casual dress
- On-site parking

Work Location: In person

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