Executive Office Administrator

Position: Executive Office Administrator

Location: St. Thomas, Ontario
Company: Ontario Plants Propagation Ltd.
Reports to: Executive Team

About Ontario Plants:
Ontario Plants is a premier provider of propagation services, dedicated to quality, innovation, and sustainable practices in the agriculture industry. Our mission is to support our customers by delivering healthy, high-quality plants that thrive in all environments. As we continue to grow, we are seeking a talented Executive Office Administrator to join our team and play a key role in supporting our executive leadership and ensuring our office operations run smoothly.

Job Overview:
The Executive Office Administrator will support Ontario Plants' executive team by managing administrative duties, coordinating office functions, and streamlining processes to enhance efficiency. This is a key position in our organization, requiring a proactive, detail-oriented professional with a strong sense of discretion and an ability to manage multiple priorities in a fast-paced, growing environment.

Key Responsibilities:

• Executive Support: Oversee scheduling for executives, coordinating appointments, travel, and meetings. Ensure executives are prepared for engagements by organizing agendas and materials.
• Communication Liaison: Act as a primary point of contact for the executive team, managing internal and external communications with professionalism. Draft, edit, and review communications, including executive emails, presentations, and reports.
• Office Operations: Manage office logistics, including vendor relationships, facility management, and supply ordering, ensuring a productive and well-maintained office environment.
• Project Coordination: Support special projects and cross-functional initiatives, ensuring alignment with company goals and executive priorities. Assist with planning and executing key events and strategic initiatives.
• Meeting & Event Planning: Plan and execute on-site and off-site events, including board meetings, client visits, and employee events. Coordinate logistical details, catering, and materials preparation.
• Data & Records Management: Maintain accurate and organized records, databases, and files, handling confidential information with the highest level of discretion.
• Expense Management: Track executive expenses and office budgets, processing invoices and managing expense reports for the executive team.
• Administrative Support: Prepare reports, presentations, and documents. Assist with onboarding new hires and coordinate team schedules and communications.

Requirements:

• Experience: Minimum of 5 years in administrative or executive support, ideally within a high-paced, executive-level environment.
• Education: Bachelor’s degree in Business Administration, Office Management, or related field preferred.
• Skills:
• Strong organizational and multitasking abilities with attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
• Ability to manage confidential information with integrity and discretion.
• Strong problem-solving skills and ability to work both independently and collaboratively.
• Professionalism: Positive, approachable demeanor with a high level of professionalism and adaptability in a dynamic environment.

Why Join Ontario Plants?
Ontario Plants offers a collaborative and supportive work environment where team members are valued for their contributions. As part of a growing company at the forefront of agricultural innovation, you’ll have opportunities for professional development, competitive compensation, and be part of a team dedicated to driving positive change in the industry.

To Apply:
Please submit your resume and a cover letter detailing your fit for the Executive Office Administrator role to employment@ontarioplants.com

Job Types: Full-time, Permanent

Benefits:

• Extended health care
• On-site parking

Schedule:

• Day shift
• Holidays
• Monday to Friday
• Overtime
• Weekends as needed

Work Location: In person