Executive Assistant

About the Role:

Provide executive administrative support to the CEO, including scheduling, correspondence, financial administration, project coordination, and communication with internal and external stakeholders. Support daily business operations, cross-departmental initiatives, and confidential organizational matters.

This role expanded during the previous employee’s tenure and will continue to evolve as the business grows. We are seeking someone who can eventually step into an Executive Business Partner role, working closely with the CEO to coordinate business priorities, drive initiatives, and support alignment across departments.

Responsibilities:

• Manage executive correspondence, scheduling, meetings, confidential documentation, and administrative priorities.
• Serve as a key liaison between the CEO, leadership team, employees, external partners, and service providers.
• Coordinate company-wide initiatives, operational improvements, and special projects, ensuring effective communication and timely execution.
• Support financial administration, including expense management, invoice review, payment coordination, and financial recordkeeping.
• Work closely with HR to ensure employee performance management, disciplinary procedures, and terminations are handled consistently and in compliance with Ontario employment standards.

• Develop and implement internal procedures, policies, and administrative processes to improve organizational efficiency.
• Support vendor relationships, customer escalations, contractual matters, and confidential business correspondence.
• Work collaboratively with department managers to address operational challenges, resolve issues, and support organizational objectives.
• Exercise discretion and sound judgment when handling sensitive employee, financial, personal, and executive information.

Candidate Requirements

• Minimum of three years’ experience in a similar role or in senior-level administration; five to seven years preferred.
• Excellent interpersonal skills, with an ability to work in a respectful manner with a diverse community of staff, vendors, customers and others.
• Demonstrated organizational and fine detailed skills to manage activities with a high degree of accuracy in a timely manner.
• Excellent verbal and written communication skills to handle inquiries and resolve issues in a professional and timely manner.
• Ability to work well under pressure and handle competing priorities in a fast-paced environment with frequent interruptions.
• Advanced computer skills in Microsoft Office Suite, Google Suite, and Auction software is an asset.

Working Conditions: Administration activities environment, at times will require handling evenings or weekend auction elements. Safety shoes/boots are mandatory in the warehouse.  Job Demand Analysis in progress.  

What drives success at Encore?

• Consistent attendance, reliability and a sense of maturity

• Ability to meet daily targets; you strive to be a top performer and enjoy that title

• Strong communication skills
• Ability to read and speak English well
• Great organizational and time management skills
• Ability to multi-task in a fast-paced environment
• Available to work 40 hours a week as needed to meet the demands of auction management.
• This will include working weekend or evening hours as needed.  

Encore Auctions is an equal opportunity employer and provides accommodation for job applicants in accordance with the Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you are an individual with a disability and you need accommodation in order to apply for this position, please contact the Human Resources Manager.