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Added 6 mins ago
DH
Assistant General Manager
Drake Hotel Properties
Toronto, ON
- $80,000 to $100,000 CAD / year
- Full-time
Added 4 hours ago
SM
Manager, Finance, Performance & Analytics
Stevenson Memorial Hospital
Alliston, ON
- Full-time
Added 6 hours ago
IS
Office Operations and Admin
Intelica Solutions Inc.
Calgary, AB
- Full-time
…a strong emphasis on operational coordination, and limited executive…
Added 9 hours ago
OG
Executive & Personal Assistant
Onni Group of Companies
Vancouver, BC
- Full-time
ONNI Group is hiring an Executive & Personal Assistant to the Principal in Vancouver, BC
Added 9 hours ago
SL
Assistant Corporate Secretary
Smith Legal Search
Vancouver, BC
- $110,000 to $140,000 CAD / year
- Full-time
Assistant Corporate Secretary | Vancouver | In-Office
Added 10 hours ago
SL
Executive Assistant
Smythe LLP
Vancouver, BC
- Full-time
Smythe LLP (Smythe) is looking for an organized and proactive Executive Assistant to support our Assurance Practice Group Leader in Downtown Vancouver.
Added 10 hours ago
LS
Executive Assistant - Inclusive Education
Langley School District #35
Langley (District), BC · Langley, BC
- Full-time
EXECUTIVE ASSISTANT – INCLUSIVE EDUCATION (Ex empt )
Added 10 hours ago
GR
Executive Assistant to the Director
Goldbeck Recruiting
Vancouver, BC
- Full-time
A premier Canadian classical ballet organization is seeking an Executive Assistant to the Director to support executive leadership during an exciting period of growth and expansion.
Added 11 hours ago
TG
Human Resources Assistant
Transgate Group
Vaughan, ON
- Full-time
The company is seeking a proactive, detail-oriented Human Resources Assistant to join their team at
Added 11 hours ago
BP
Administrative Assistant
BNP Paribas
Montreal, QC
- Full-time
Added 11 hours ago
IS
Office Operations & Admin
Intelica Solutions Inc.
Calgary, AB
- Full-time
…a strong emphasis on operational coordination, and limited executive…
Added 12 hours ago
TU
Executive Assistant
The University of British Columbia
Kelowna, BC
- $4,756.11 to $5,802.73 CAD / month
- Full-time
Non Union Salaried - Administrative Assistant 3
Added 12 hours ago
OJ
Assistant General Counsel – Insurance Regulatory & Corporate
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Toronto, ON
- Full-time
Assistant General Counsel – Insurance & Regulatory
Added 12 hours ago
A
Executive Operations Assistant
ARBI
Calgary, AB
- Part-time
Added 12 hours ago
A
Executive Assistant
Altis
Toronto, ON
- $90,000 to $110,000 CAD / year
- Full-time
Our client, a growing financial services organization, is seeking a proactive and resourceful Executive Assistant to provide dedicated support to a senior leader. This is an exciting…
Added 12 hours ago
TS
Counsellor - Men's Addiction Treatment
The Salvation Army in Canada
Vancouver, BC
- Full-time
Added 12 hours ago
M
Sr. Vendor & Operations Lead
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Mississauga, ON
- Full-time
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Counsellor - Men's Addiction Treatment
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Vancouver, BC
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Added 13 hours ago
Executive Assistant
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AB
Added 13 hours ago
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Senior Leadership - Executive Administrative Assistant
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Oshawa, ON
- Full-time
Added 13 hours ago
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Sr. Analyst, Visualization (RAIB)
McKesson
Mississauga, ON
- Full-time
Added 13 hours ago
CG
Executive Assistant to the Consul General
Consulate General of Israel in Toronto and Western Canada
Toronto, ON
- Full-time
Join Our Team! We Are Hiring an Executive Assistant to the Consul General.
Added 14 hours ago
A
Executive Assistant, CIO
AIMCo
Calgary, AB
- Full-time
We are looking for a highly capable Executive Assistant to provide trusted, high-level support to the Chief Investment Officer (CIO) in a fast-moving, complex environment. This role demands…
Added 14 hours ago
KC
Administrative Assistant
K2 Capital
Vancouver, BC
- Full-time
K2 Capital is seeking a proactive, highly organized Executive Assistant & Office Administrator to work directly with our Managing Director and keep day-to-day operations running smoothly.
Added 14 hours ago
M
Executive Assistant
Metrolinx
Toronto, ON
- Full-time

Intelica Solutions Inc.

Office Operations and Admin

Calgary, AB, Canada

Full-time

Apply About employer

Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Nov 25, 2026
Posting language: English
Posted: Oct 26, 2026

Original job description

Overview

We are seeking a warm, dependable, and highly organized Office Operations & Admin to support the smooth day-to-day functioning of our business across two offices. This is an office-first role, with a strong emphasis on operational coordination, and limited executive support.

The right person is a dependable, proactive team member who takes ownership, works efficiently and with discretion, and continually looks for ways to improve processes and support the team.

Key Responsibilities

Office Operations

Oversee daily office operations across two offices supporting ~35 team members
Coordinate vendors, maintenance, repairs, and service providers
Manage office supplies, kitchen inventory, and shared spaces
Maintain and continually improve operational processes and vendor relationships
Ensure offices run smoothly without being involved in day‑to‑day people friction

Accounting & Finance Support

Assist in processing accounts payable and receivable
Enter and reconcile expense reports
Support month‑end close activities and financial administration
Work closely with the accounting team to ensure accuracy, timeliness, and follow‑up
Use QuickBooks (experience is an asset, not required)

Events & Culture

Plan and execute multiple company events per year
Create event plans and manage event budgets
Coordinate logistics, vendors, and communications

Executive & Administrative Support

Provide light, day‑to‑day administrative support to the President
Manage scheduling, coordination, and prioritization of requests as needed
Act with discretion and sound judgment

Qualifications & Traits

Experience as an Office Coordinator or similar role
Strong organizational skills, speed, and follow‑through
Comfortable acting independently, with support from leadership
Professional communication and high discretion
Warm, team‑oriented, service‑minded approach
Assertive when needed, while remaining collaborative
Strong sense of ownership and accountability

✅ Who This Role Is For

This Role Is Ideal For Someone Who

Enjoys being the operational backbone of an office
Prioritizes clear communication, accountability, and follow-through
Interest in hands‑on AP/AR, expenses, and month‑end exposure (not full accounting)
Naturally brings:
- Warmth and approachability
- Speed and decisiveness
- Discretion and professional judgment
- Assertiveness when follow‑ups are needed

They take pride in things running smoothly, vendors being handled well, numbers being accurate, and teammates feeling supported.

🚫 Who This Role Is Not For

This Role Is Not a Fit For Someone Who

Is looking for a pure Executive Assistant role
Wants calendar‑heavy, travel‑heavy, or board‑level executive exposure
Expects to manage people immediately
Is on a CPA / controller track or seeking deep accounting ownership
Dislikes being office‑based or hands‑on with logistics
Focuses on conflict resolution or HR employee issues (this role avoids day‑to‑day friction)

Apply About employer

More about this job

Responsibilities

Coordinate daily operations across two offices, including vendors, maintenance, supplies, shared spaces, and process improvements. Support AP/AR, expense reconciliation, month-end activities, company events, and light administrative and scheduling needs for the President.

Requirements

The role seeks experience as an Office Coordinator or in a similar position, with strong organization, speed, follow-through, and professional communication. Candidates should be dependable, discreet, proactive, service-minded, comfortable working independently, and willing to support hands-on office logistics and basic finance administration.

Skills

Office Operations
Vendor Coordination
Facilities Coordination
Process Improvement
Accounts Payable
Accounts Receivable
Expense Reconciliation
Month-End Close Support
Event Planning
Budget Management
Scheduling
Administrative Support
Organization
Professional Communication
Discretion
Follow-Through

Visa sponsorship

Not detected in the job text

Keywords

Office Operations
Office Coordination
Vendor Management
Facilities Maintenance
Office Supplies
Kitchen Inventory
Process Improvement
Accounts Payable
Accounts Receivable
Expense Reports
Expense Reconciliation
Month-End Close
Financial Administration
QuickBooks
Event Planning
Event Budgets
Logistics Coordination
Executive Support
Scheduling
Discretion
Professional Communication
Follow-Through
IT Services
IT Consulting

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