Executive Assistant / Office Coordinator - Permanent - 19575

Executive Assistant / Office Coordinator - Permanent - 19575

About the Opportunity

Our client is seeking an experienced Executive Assistant / Office Coordinator to join their team in Kanata. This is a unique opportunity for a highly organized, proactive, and business-minded professional who enjoys working in a fast-paced environment where priorities can evolve quickly.

The successful candidate will support the Chief Operating Officer (COO), with occasional support to other members of the executive team. The role also encompasses business administration, contract and document coordination, office support, and special projects.

The focus will be on taking ownership of business-related tasks, creating structure and follow-through, and helping to streamline responsibilities currently managed by the leadership team.

The ideal candidate is adaptable, resourceful, detail-oriented, and comfortable working independently while managing a variety of priorities.

Duties include but are not limited to:

• Provide administrative, organizational, and business support primarily to the COO, with occasional support to the executive team
• Prepare, format, proofread, and organize business documents, correspondence, reports, presentations, and other materials
• Review and organize contracts, agreements, amendments, notices, and other legal or business documentation
• Identify inconsistencies, missing information, or items requiring clarification and coordinate follow-up with the appropriate stakeholders
• Coordinate with external legal counsel and insurance providers as required
• Assist with insurance renewals and maintain related documentation and records
• Review invoices from external providers and flag discrepancies or items requiring clarification
• Coordinate document review and approval processes
• Maintain organized records, tracking tools, and document management systems
• Use Excel to maintain trackers, organize information, and support reporting and administrative processes
• Coordinate meetings, prepare materials, document key discussions and action items, and follow up on outstanding items as required
• Provide administrative and coordination support for special projects and business priorities
• Research, gather, organize, and summarize information to support business decisions
• Coordinate with internal and external stakeholders to obtain information and keep projects and deliverables moving forward
• Provide general office coordination and support, including supplies, vendors, equipment, visitors, and day-to-day office requirements
• Take ownership of assigned responsibilities and ensure work is completed accurately, efficiently, and on time
• Handle confidential and sensitive business information with discretion

About You

The successful candidate will have the following:

• Post-secondary education in business administration, office administration, legal administration, or a related field is an asset; equivalent practical experience will also be considered
• 5+ years of experience in executive support, business administration, office coordination, contract administration, legal administration, or a similar role
• Experience working with contracts, agreements, amendments, legal documents, or other detailed business documentation
• Strong attention to detail with the ability to identify inconsistencies, missing information, and potential issues
• Excellent document formatting, proofreading, and written communication skills
• Strong proficiency with Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint
• Experience coordinating with lawyers, insurance providers, vendors, or other external partners is an asset
• Strong organizational skills with excellent follow-through and the ability to manage multiple priorities
• Sound business judgment
• Proactive and resourceful, with the ability to anticipate needs and take ownership without requiring constant direction
• Comfortable working in a dynamic, evolving environment where priorities may change
• Professional, collaborative, and confident communicating with executives and external stakeholders
• Strong English communication skills; French is considered an asset

About the Job

This is a permanent, fully onsite position located in Kanata, with free parking available onsite. The anticipated salary range is $60,000 to $70,000 annually, based on experience, with a benefits package.

If you are a proactive administrative professional who enjoys being the person who brings organization, follow-through, and structure to a busy business environment, we would welcome the opportunity to hear from you.

How to Apply

Please apply by clicking the “Apply Now” button below and follow the instructions to submit your résumé. You can also apply by submitting your résumé directly to executivesupportcontract@lrostaffing.com. If you are already registered with us, please contact your Senior Recruiter. Please quote job 19575.

LRO Staffing values fairness, confidentiality, and human judgment in every stage of our hiring process. We do not use automated or AI-driven screening tools to assess applications. Each submission is reviewed by an experienced recruiter to ensure a thoughtful and equitable evaluation of every candidate.

Thank you for your interest in this role. One of our Recruiters will be in touch with you if your profile meets the requirements for the role and the expectations of our clients. Please note that all candidates must be permitted to work in Canada to be considered for this opportunity.