Overview
Executive & Office Coordinator Jobs in North York, Ontario, Canada at Allshores
We are searching for an Executive & Office Coordinator to step into a dynamic role that blends hands-on executive support with daily office operations. In this trusted position, you’ll be the go-to partner for leadership—keeping schedules on track, priorities aligned, and communications flowing—while also creating a seamless, welcoming environment for employees and visitors alike. If you take pride in bringing order to complexity and elevating the workplace experience, this is your opportunity to make a meaningful impact every day.
Primary Responsibilities:
Executive/ Administrative Assistant:
- Provide administrative support to the Leadership Team (Executive and Managers) with managing calendars, meeting coordination, expense submissions and travel arrangements.
- Prepare meeting materials; coordinate logistics for on-site client visits and events (rooms, A/V
checks, catering/coffee)
- Track action items and follow-ups, providing clear communication and deadlines
- Handle confidential information with discretion and professionalism
Office Operations &Workplace:
- Mail & couriers: Biweekly mailbox check, sort and distribute mail, forward to Bermuda and other locations (physical or scan/email)
- Office upkeep& vendors: Monitor workspace for cleanliness and functionality, coordinate cleaning, maintenance and repairs, triage issues, liaise with Allshores facilities and IT as needed
- Kitchen & Snacks: Maintain inventory of snacks, coffee, sundry items and coordinate with cleaning vendor to keep areas tidy
- Supplies: Maintain stock levels, place timely office orders, gather feedback from managers and staff to ensure the right items are on hand
- Front-of house: Greet visitors, answer/direct people appropriately, ensure a professional, consistent experience for guests and employees
- Other duties as required
- Office Events: Plan and execute in-office and offsite events end-to end in conjunction with HR and Social Committee.
Skills, Experience & Attributes:
- 2-4 years of work experience in an Executive Assistant, Office Coordinator or Office Administrator role within a professional office environment
- Strong command of Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint) and basic A/V and conference room setups
- Exceptional organization and time management with the ability to prioritize and meet deadlines while juggling competing requests
- Clear, professional communication (written and verbal),strong follow-through and a service mindset; steady and solutions oriented under pressure
- Discretion and judgement in handling confidential information with tact in sensitive situations
- Event coordination and vendor management experience, basic budget tracking and invoice reconciliation
- Onsite role: reliable in-office presence required Monday-Friday. Occasional Friday work from home may be approved by manager. Flexibility for early start/late finishes during client visits/events.
- Ability to lift/move up to 25 lbs periodically (supplies, marketing materials), comfortable with mail runs, room setups and restocking.
- Demonstrated proactivity, resourcefulness, and continuous improvement mindset
- A hands-on attitude and willingness to work with minimal administrative support in a fast growth company
- Nice to have experience with facilities coordination/health & safety basics
Title: Executive & Office Coordinator
Company: Allshores
Location: North York, Ontario, Canada