Executive Assistant / Office Coordinator Full-time, permanent VS Group is a well-established Northern Ontario professional services organization providing accounting, bookkeeping, tax, consulting, technology, marketing, and business advisory services to individuals and businesses. We are looking for a highly organized, professional, technology-savvy, and dependable individual to join our team as an Executive Assistant / Office Coordinator. This is a diverse and important role that combines executive support, office coordination, administration, research, client service, and project support.

The successful candidate will work closely with the President and senior management, while also providing support and coordination to the broader administrative and professional team. This position would be an excellent fit for someone who enjoys being the person who keeps things organized, gets things done, solves problems, researches information, and helps make the entire office run more efficiently. This position is much more than a traditional receptionist or administrative position.

Comfortable working with senior management. Technology-savvy and comfortable learning new software and systems. A strong researcher who enjoys finding information and solutions online. Flexible and willing to assist wherever needed.

The successful candidate will act as an important administrative support and liaison to the President. Helping prioritize appointments, meetings, tasks, and competing demands. Preparing correspondence, documents, reports, presentations, and meeting materials.

Organizing meetings and ensuring required information and materials are available. Following up on outstanding items and helping ensure commitments are completed. Conducting online research on products, services, companies, suppliers, technology, business opportunities, and other topics requested by the President.

Assisting with special projects and business initiatives. Helping coordinate travel arrangements and itineraries when required. Maintaining confidentiality regarding personal, financial, employee, client,



and business information.

Office

Coordination & Administration The successful candidate will also play an important role in helping coordinate the North Bay office. Answering telephone calls and directing inquiries appropriately. Coordinating meeting rooms, appointments, and office schedules.

Maintaining an organized and professional reception and office environment. Maintaining office supplies and coordinating orders. Assisting with filing, scanning, electronic documents, and records management.

Sending documents for electronic signature and monitoring completion. Coordinating administrative requests from various members of the professional team. Providing backup support to administrative staff when required.

Helping establish and maintain efficient office procedures and processes. Assisting with onboarding and administrative coordination for new employees. Supporting management with employee-related administrative tasks.

Assisting with special projects and other duties required to keep the office operating efficiently. Research information using the Internet and various online resources.

Use Microsoft

Outlook, Word, Excel, PowerPoint, Teams, and other Microsoft 365 applications. Work with electronic document management and e-signature systems. Assist with CRM and business management systems. Learn new software and technology platforms as VS Group continues to modernize its operations.

Help identify opportunities to improve administrative processes through technology. Because VS Group is a skilled services organization, professionalism and customer service are extremely important.



Community organizations You should genuinely enjoy helping people and supporting a team of professionals.

A commitment to maintaining a professional office setting. Previous experience in executive assistance, office administration, office coordination, customer service, or a similar role is preferred. Strong computer and technology skills.

Proficiency with Microsoft Office / Microsoft 365. Ability to learn new software quickly.

Experience working with senior management is an asset.

Experience in accounting, bookkeeping, professional services, or business administration is an asset. Post-secondary education in business administration, office administration, or a related field is an asset.

Bilingual

English/French is an asset. This is a full-time, Monday-to-Friday, in-person position. The normal work week will generally be approximately 40 hours, although hours may vary based on business needs and seasonal workload.

Occasional travel may also be required for business meetings, conferences, events, or other company activities. Travel would generally be limited and is expected to be approximately 2-3 trips per year, primarily within Ontario or occasionally to the United States. A valid passport would therefore be an asset. 20.00-$25.00 per hour, based on experience, qualifications, and responsibilities.

Dental care Life insurance Employee assistance program On-site parking This position offers a particularly diverse opportunity because you will work closely with the President, management, professional staff, clients, and the administrative team. If you are someone who likes to stay busy, enjoys solving problems, is naturally organized, is comfortable with technology, and takes pride in helping others succeed, this could be an excellent long-term opportunity. We comply with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code and will provide reasonable accommodation to applicants throughout the recruitment and hiring process upon request.

Employee assistance program Life insurance On-site parking

📌 ASSISTANTE EXÉCUTIVE & OFFICE MANAGER (H/F) (North Bay)
🏢 VS Group
📍 North Bay