Executive Assistant / Office Coordinator

North Bay

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 key 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.

The Role

This position is much more than a traditional receptionist or administrative position.
You will become an important support person to the President and management team while also helping coordinate the day‑to‑day administrative functions of the office.

The ideal candidate is someone who is:

- Extremely organized and detail‑oriented.
- Dependable and punctual.
- Comfortable working with senior management.
- Professional and confident when dealing with clients and business contacts.
- Technology‑savvy and comfortable learning new software and systems.
- A strong researcher who enjoys finding information and solutions online.




- Able to manage multiple priorities without becoming overwhelmed.
- Comfortable taking initiative and figuring out how to get things done.
- A team player who genuinely enjoys supporting others.
- Discreet and trustworthy when handling confidential information.
- Flexible and willing to assist wherever needed.

Executive Support to the President

The successful candidate will act as an important administrative support and liaison to the President.

Responsibilities may include:

- Managing and coordinating the President's calendar, appointments, meetings, and commitments.
- 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.
- Taking notes and documenting meetings when required.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.
- Researching and comparing products, services, pricing, vendors, and potential solutions.Gathering information and preparing summaries to assist management with decision‑making.




- 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.
- Acting as a skilled and trusted liaison between the President, employees, clients, suppliers, and other business contacts.

Office Coordination & Administration

The successful candidate will also play an important role in helping coordinate the North Bay office.

Responsibilities may include:

- Answering telephone calls and directing inquiries appropriately.
- Welcoming clients and visitors in a qualified and friendly manner.
- Coordinating meeting rooms, appointments, and office schedules.
- Maintaining an organized and professional reception and office workplace.
- Coordinating incoming and outgoing mail and courier services.
- Maintaining office supplies and coordinating orders.
- Assisting with filing, scanning, electronic documents, and records management.
- Sending documents for electronic signature and monitoring completion.
- Assisting with client invoicing and payments.
- 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 effi

📌 Executive Assistant (North Bay)
🏢 VS Group
📍 North Bay