Position Summary

Per Vices is seeking an organized, dependable, and detail-oriented Office Operations Support Specialist & Executive Assistant to support our executive team and assist with the day-to-day administration of our business.

This is a hands-on role combining executive assistance, office administration, routine bookkeeping, shipping and logistics coordination, and general operational support. The successful candidate will work closely with Executive Management and the Business Operations Manager while supporting Finance, Sales, Manufacturing, and Operations.

The ideal candidate is highly organized, comfortable managing multiple priorities, and able to work independently while following established company processes.

Key ResponsibilitiesExecutive Administration & Travel Coordination

- Manage executive calendars, appointments, and meeting schedules.
- Coordinate internal and external meetings.
- Prepare meeting agendas and supporting documentation.
- Monitor and organize executive email correspondence as required.
- Draft routine correspondence for executive review.
- Track follow-up items and action lists.
- Coordinate executive travel, including flights, hotels, rental vehicles, and other transportation.
- Prepare complete travel itineraries and supporting travel information.
- Coordinate logistics for customer and other business visits.

Bookkeeping & Financial Administration
- Record routine financial transactions in the company's accounting system.
- Process and organize supplier invoices and receipts.
- Record customer payments.
- Maintain supporting financial documentation and records.




- Ensure transactions and supporting documentation are organized for company credit card reconciliation.
- Assist with bank reconciliations.
- Maintain accurate and organized financial records.

Shipping & Logistics Administration
- Prepare domestic and international shipments using major carriers.
- Schedule couriers and coordinate pickups.
- Track shipments through delivery.
- Prepare shipping and export documentation.
- Maintain shipment records.
- Coordinate shipment-related communications with customers when required.

Office Administration & Support
- Maintain office supply inventory and order supplies as required.
- Manage incoming mail, packages, and deliveries.
- Help ensure common office areas remain organized and functional.
- Coordinate with office cleaning and other service providers.
- Support company meetings, customer visits, and events.
- Maintain organized business and administrative records.
- Perform additional administrative and operational duties as required.

Qualifications The successful candidate should have:
- Excellent organizational and time-management skills.
- Strong attention to detail and record keeping.
- Ability to manage multiple competing priorities.
- Strong written and verbal communication skills.
- Professional interpersonal skills.




- A process-oriented approach to work.
- Ability to work independently and reliably.
- Good judgment when handling confidential business information.
- Comfort working directly with company executives and employees across different departments.

Experience in office administration, executive assistance, bookkeeping, logistics, operations support, or a related role is preferred.

Technical Skills

Experience with any of the following is considered an asset but is not required:
- GnuCash or other bookkeeping/accounting software.
- FedEx and other courier/shipping systems.
- CRM and ERP systems.
- Linux-based computer systems.

What Success Looks Like Success in this position includes:
- Accurate and timely bookkeeping records.
- Well-organized executive calendars and meetings.
- Successful coordination of executive travel.
- Accurate and timely shipment processing.
- Timely completion of administrative requests.
- Maintaining required office supplies and an organized office environment.
- Accurate customer and supplier documentation.
- Well-organized business records.
- Professional and dependable support for Executive Management and the Business Operations Manager.

This position is well suited to someone who enjoys taking ownership of administrative tasks, keeping things organized, and helping ensure that day-to-day business operations run smoothly. Pay: $50,000.00-$58,000.00 per year

Benefits

- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Versatile schedule
- Life insurance
- Paid time off
- Vision care

Work Location: In person

📌 Operations Support and Executive Assistant (Toronto)
🏢 Per Vices
📍 Toronto