Operations Assistant
Location: Barrie Ontario, Canada (Hybrid, must be located in Barrie)
Job Type: Full-Time, Permanent
Reports To: Director of Operations
Experience Required: 2–3 Years
Salary: 50,000 – 55,000
About Us
Bluestar Professional Services Inc. is a growth-focused investment office that acquires and operates businesses across Canada and the United States. Across all our companies, we are committed to building strong teams, investing in our people, and fostering a collaborative, high-integrity culture where employees are empowered to grow, make an impact, and build rewarding careers.
Position Summary
We are seeking a highly organized, proactive, and detail-oriented Operations Assistant to provide direct administrative and operational support to the Director of Operations.
The Director of Operations oversees the day-to-day operations, people, systems, and business functions across a diverse group of professional services companies, including law offices, CPA/accounting companies, and wealth management companies operating in both Canada and the United States.
This is an excellent opportunity for an individual who enjoys working in a fast-paced, professional environment and wants exposure to a broad range of operational functions across multiple businesses and jurisdictions.
The successful candidate will act as a key support resource to the Director of Operations, helping to keep priorities organized, ensuring follow-ups are completed, coordinating meetings and projects, and assisting with the smooth execution of day-to-day operational activities.
The ideal candidate is someone who is highly organized, resourceful, discreet, dependable, and comfortable taking initiative without needing to be asked to complete every task.
Key Responsibilities
1. Executive & Administrative Support
- Provide day-to-day administrative and organizational support to the Director of Operations.
- Manage and organize the Director's calendar, meetings, appointments, and commitments.
- Coordinate internal and external meetings, including preparing agendas, meeting materials, and follow-up items where required.
- Assist with prioritizing competing requests and ensuring important deadlines are not missed.
- Prepare correspondence, documents, reports, presentations, spreadsheets, and other materials as required.
- Take meeting notes and maintain action-item lists when requested.
- Follow up with internal team members and external parties on outstanding action items.
- Maintain organized digital files, records, and operational documentation.
- Assist with confidential and sensitive matters requiring a high degree of discretion.
- Act as a professional and responsive point of contact on behalf of the Director of Operations when appropriate.
2. Travel Coordination
The Operations Assistant will be responsible for coordinating business travel for the Director of Operations, including:
- Researching and booking flights, hotels, rental cars, and other transportation.
- Coordinating travel itineraries and ensuring schedules are practical and organized.
- Managing changes, cancellations, and travel disruptions.
- Preparing and maintaining detailed travel itineraries.
- Coordinating meetings and appointments around travel schedules.
- Making restaurant or other business-related reservations when required.
- Assisting with travel expense documentation and organization.
- Coordinating domestic and international travel between Canada and the United States.
- Anticipating logistical needs and proactively identifying potential travel conflicts or issues.
3. Operations Support
- Assist the Director of Operations with day-to-day operational initiatives across the organization's law, accounting/CPA, and wealth management businesses.
- Support the implementation and maintenance of operational processes, procedures, and systems.
- Assist with tracking operational projects, deadlines, milestones, and deliverables.
- Maintain project trackers and follow up with responsible team members.
- Assist with preparing operational reports, spreadsheets, dashboards, and presentations.
- Help coordinate projects involving multiple departments, offices, and companies.
- Assist with documenting processes and creating or updating standard operating procedures.
- Support the Director of Operations with identifying outstanding issues, bottlenecks, and follow-up requirements.
- Help ensure that operational tasks are completed accurately and on schedule.
4. Cross-Company Coordination
Because the Director of Operations supports multiple businesses, the Operations Assistant will help coordinate activities across:
- Law firms and legal operations
- CPA and accounting firms
- Wealth management and financial services businesses
- Canadian operations
- U.S. operations
- Corporate and administrative functions
Responsibilities may include coordinating meetings, gathering information, following up with team members, preparing reports, and helping ensure information flows effectively between companies and departments.
5. Project & Task Management
- Maintain task lists and project trackers for the Director of Operations.
- Monitor deadlines and proactively communicate upcoming priorities.
- Follow up on delegated tasks and outstanding deliverables.
- Assist with coordinating new initiatives and operational projects.
- Help organize information and documentation required for projects.
- Escalate issues or delays to the Director of Operations when appropriate.
- Ensure follow-ups are completed and closed out in a timely manner.
6. Meeting & Communication Support
- Schedule internal and external meetings.
- Coordinate meeting logistics across multiple offices and time zones.
- Prepare meeting materials and supporting documentation.
- Record action items and follow up on outstanding commitments.
- Assist with communication between the Director of Operations and employees, managers, professional advisors, vendors, and other stakeholders.
- Draft routine communications and correspondence as requested.
7. Office & Administrative Coordination
- Assist with office-related administrative requirements across the organization's locations.
- Coordinate with vendors, suppliers, building management, and service providers when required.
- Assist with ordering supplies, coordinating services, and resolving administrative issues.
- Support office openings, moves, renovations, and other operational initiatives as required.
- Assist with coordinating employee-related operational activities when requested.
8. Confidentiality & Professionalism
The Operations Assistant will have access to sensitive business, financial, employee, client, and operational information.
The successful candidate must:
- Maintain strict confidentiality at all times.
- Exercise sound judgment when handling sensitive information.
- Understand the importance of privacy and discretion within professional services environments.
- Maintain a high level of professionalism when dealing with employees, clients, lawyers, accountants, financial professionals, vendors, and other stakeholders.
- Follow company policies and procedures regarding confidential information and data security.
Qualifications & Experience
Required
- 2–3 years of experience in an administrative, operations, executive assistant, office administration, project coordination, or similar role.
- Occasional travel to other company locations is required. Employee is expected to carpool with the Director of Operations when traveling between locations.
- Must be highly tech-savvy, quick to adapt to new technologies, and able to type quickly and accurately while efficiently managing multiple tasks in a fast-paced, technology-driven environment
- Strong organizational and time-management skills.
- Exceptional attention to detail.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Ability to manage multiple priorities and deadlines simultaneously.
- Strong follow-up skills and the ability to ensure tasks are completed.
- Ability to work independently and take initiative.
- Professional and polished communication style.
- Ability to handle confidential and sensitive information appropriately.
- Strong problem-solving and organizational abilities.
- Comfortable working in a fast-paced and constantly changing environment.
Preferred
- Experience supporting a senior executive, Director, VP, or C-suite executive.
- Experience coordinating domestic and international business travel.
- Experience working across multiple companies, departments, or locations.
- Experience in a professional services environment such as legal, accounting, finance, wealth management, or consulting.
- Experience with project management or task-management software.
- Experience working with both Canadian and U.S. operations.
- Post-secondary education in Business Administration, Office Administration, Operations, or a related field.
Core Competencies
Organization & Prioritization
Able to manage multiple calendars, projects, deadlines, and competing priorities while maintaining accuracy.
Proactive Mindset
Does not simply wait for instructions. Anticipates needs, identifies potential issues, and takes action to resolve them.
Attention to Detail
Understands that small administrative errors can have significant consequences and consistently checks work for accuracy.
Communication
Communicates clearly, professionally, and appropriately with individuals at all levels of the organization.
Accountability
Takes ownership of assigned responsibilities and follows tasks through to completion.
Discretion
Can be trusted with confidential employee, client, financial, legal, and business information.
Adaptability
Comfortable working across multiple businesses, departments, offices, and jurisdictions where priorities may change quickly.
Problem Solving
Able to assess a situation, determine the appropriate next step, and either resolve the issue independently or escalate it appropriately.
Team Orientation
Works collaboratively with employees and leaders across different companies and departments.
What Success Looks Like
Within this role, success will be demonstrated by the Operations Assistant:
- Keeping the Director of Operations organized and prepared.
- Ensuring meetings, travel, and commitments are properly coordinated.
- Proactively managing follow-ups and outstanding tasks.
- Ensuring important deadlines and deliverables are not missed.
- Providing accurate and timely administrative support.
- Helping operational projects move forward efficiently.
- Communicating professionally with internal and external stakeholders.
- Anticipating the Director's needs rather than waiting for direction.
- Maintaining confidentiality and professionalism at all times.
- Becoming a reliable extension of the Director of Operations and a trusted member of the operations team.
Working Environment
This position operates within a multi-company, multi-jurisdictional professional services environment and requires the ability to work with individuals across different businesses, offices, departments, and time zones.
The role may occasionally require flexibility outside standard business hours to accommodate executive schedules, business travel, meetings, or time-sensitive operational requirements.
The successful candidate will have the opportunity to gain broad exposure to operations, legal services, accounting, wealth management, human resources, finance, technology, and business administration across both Canada and the United States.
Only candidates selected for an interview will be contacted.
Bluestar Professional Services Inc. is an equal opportunity employer. We encourage all qualified candidates to apply.
Bluestar Professional Services Inc. adopts an inclusive and accessible environment, and we are committed to providing support to applicants and firm members with disabilities. If you require accommodation at any time during the recruitment, selection, and assessment process, please let us know.
