Job Description

Administrative Executive Associate

We are seeking a

professional, highly organized Administrative Executive Associate

to work directly with ownership and meaningfully assist in daily executive and administrative operations.

This role blends

executive support, accounting administration, office management, HR, and marketing coordination

. The ideal candidate will thrive in an entrepreneurial environment, demonstrate accountability, and consistently complete tasks in an effective and efficient manner.

Key Responsibilities

Executive & Administrative Support

Manage, prioritize, and optimize ownership's calendar, inbox, and communications. Coordinate meetings, travel, events, and logistics. Draft professional emails, proposals, presentations, reports, and meeting notes. Track tasks, deadlines, and ensure projects remain on schedule across departments. Act as a liaison between ownership, clients, partners, and team members.
Accounting & Financial Administration

Perform cash balancing, accounts payable, and accounts receivable duties. Prepare and monitor budgets to support business and departmental planning. Create, update, and maintain Excel spreadsheets for financial tracking and reporting. Maintain accurate and organized financial and operational filing systems. Track accounts, reconcile discrepancies, and ensure records remain current.
Office Management

Oversee general office duties, supplies, and workflow. Support sales tracking, quotations, and order processing. Manage confidential information with discretion and professionalism. Implement and refine systems to improve organizational efficiency.
Marketing & Communications

Assist in updating the company's social media accounts with engaging content. Help coordinate advertising campaigns (digital, outdoor signage, newspaper, radio, and TV). Support promotional communications and branding initiatives.
Human Resources & Leadership

Assist with recruitment, orientation, and performance reviews. Support HR documentation and compliance tracking. Provide guidance and support to administrative staff as needed. Promote a professional, organized, and supportive workplace culture.
Skills & Qualifications

Strong background in accounting and financial administration (cash handling, payables/receivables, budgeting, spreadsheets, account tracking). Exceptional organizational and filing skills with attention to accuracy and detail. Proficiency in

Microsoft Word and Excel

(required); comfort with Google Workspace and other digital tools. Excellent written and verbal communication skills (bilingual in French & English considered an asset). Motivated, solution-oriented mindset with ability to multitask and adapt quickly. Technologically savvy with tools such as Monday.com, Slack, Zoom, Canva, and AI platforms. Knowledge of omni-channel marketing (traditional + digital). Professionalism, maturity, discretion, and leadership skills. Minimum

2 years of administrative experience

; executive-level support preferred.
Why Join MAFD Group of Companies?Community & Culture

Be part of a trusted, community-focused business with over a century of service excellence. Contribute to a company that takes pride in building and strengthening its community. Work in an organization where your contributions are valued and rewarded.
Compensation & Benefits

Ultra-competitive salary

and benefits. Employee-assisted gym memberships. Group insurance plan. RRSP contributions to support your financial future. Employee discounts on company services.
Work-Life Balance

Flexible hours to suit your lifestyle. Regular family-friendly events (e.g., comedy shows, bowling nights).
Career Advancement

Opportunities for professional growth and development within the company. Access to continuing education programs.
Application Details

We thank all applicants for their interest. Only qualified candidates will be contacted for interviews.

Job Type: Full-time

Pay: $24.00-$31.00 per hour

Expected hours: 40 per week

Work Location: In person