Executive Assistant & Office Coordinator (Ottawa)

Executive Assistant & Office Coordinator Westboro Mortgage Investment Corp. Salary: From CA$50,000+ per year Employment Type: Permanent Full-Time Work Model: Hybrid (2 days remote / 3 days in office) Location: Ottawa, ON Address: 267 Richmond Rd, 2nd Floor, Ottawa, ON K2J 1X3 About Westboro At Westboro Mortgage Investment Corp., we specialize in residential and construction financing and pride ourselves on delivering flexible private mortgage solutions with exceptional service. Our success is built on strong relationships with brokers, borrowers, legal partners, and referral sources. As we continue to grow, we are looking for an Executive Assistant & Office Coordinator to join our team. Role Overview We are seeking a highly organized and proactive Executive Assistant & Office Coordinator to support our President and Sales team while contributing to the smooth day-to-day operations within our office environment. This is a permanent role based in Ottawa, ideal for an experienced administrative skilled who thrives in a dynamic and multi-faceted position. This role brings together executive support and office operations, playing a vital part in supporting leadership, managing priorities, and contributing to overall organizational effectiveness. The successful candidate will also provide occasional support to marketing and other internal initiatives as needed. We are looking for someone who is highly organized, detail-oriented, and confident managing multiple priorities simultaneously. The ideal candidate demonstrates strong follow-through and has a positive, team-oriented approach. They thrive in a changing environment and actively contribute to improving processes and operational efficiency. Key Responsibilities - Provide direct administrative support to our President and the Sales Team (calendar management, scheduling, correspondence) - Support the Sales Team with event preparation (including coordination of materials, logistics, invoices, payments, and vendor communications) - Manage travel logistics including flights, hotels, transportation, event registrations, and ticket purchases - Track, review, and ensure timely completion and approval of corporate and personal expenses - Execute sales reporting, data tracking, and preparation of presentation decks and documents - Order and maintain office supplies and inventory - Coordinate cleaning schedules, parking logistics, and other related items - Schedule and ensure boardrooms are prepared for internal and external meetings - Coordinate office lunches, staff events, and holiday celebrations - Maintain office organization, procedures, and records management systems - Ensure smooth onboarding and office readiness when additional staff or visitors are onsite - Provide occasional support to the marketing team Qualifications - Post-secondary education in a related field preferred - 3+ years of relevant experience in a professional environment - Highly proficient in Microsoft Office (Outlook, Excel, PowerPoint, Word) - Strong organizational, prioritization, and documentation skills - Excellent communication skills in English (written and verbal) - Strong ability to manage competing priorities and deadlines in a rapid-paced environment - High level of professionalism, discretion, and accountability - Proactive with a solutions-focused mindset - Organized, detail-oriented, and adept at multitasking, prioritizing, and adapting to changing deadlines - Comfortable working in a small, collaborative team environment Why Join Westboro Mortgage? - Competitive compensation and benefits package - Supportive and collaborative team environment - Opportunity to grow within a dynamic and expanding organization - Exposure to underwriting, operations, compliance, and funding processes - Career development opportunities within the mortgage industry Accessibility & Inclusion Westboro Mortgage Investment Corp. is committed to creating an inclusive and accessible workplace. Accommodations are available throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage of the process, please let us know. We thank all applicants for their interest; however, only those selected for an interview will be contacted. Pay: From $50,000.00 per year Benefits: - Casual dress - Mileage reimbursement - On-site parking - Paid time off - Work from home Ability to commute/relocate: - Ottawa, ON K1Z 6X3: reliably commute or plan to relocate before starting work (required) Experience: - Administrative: 1 year (preferred) Work Location: Hybrid remote in Ottawa, ON K1Z 6X3 Apply on Kit Job: kitjob.ca/job/2pd91k