Executive Assistant & Office Administrator

About Maverick XM

Maverick XM is an experiential marketing agency based in Atlantic Canada. The company specializes in creating and managing brand experiences, events, sampling campaigns, and retail merchandising for both national and regional clients. Operating with a small team across several provinces, Maverick XM seeks a highly organized individual to maintain operational order.

Role Overview

This position is dual-focused. Approximately half of the responsibilities involve providing direct support to the CEO and COO, including managing calendars, handling inbox prioritization, travel arrangements, preparing meetings, taking notes, and ensuring follow-up actions are completed thoroughly. The other half centers on overseeing the company’s administrative foundation, such as handling recruitment coordination, onboarding and offboarding, compliance tracking, health and safety records, timesheet and expense management, and managing office logistics.

It is important to clarify that this is not a personal assistant role; personal household or family scheduling and personal finances are excluded. Company-related errands like postal trips, supply pickups, and client gift deliveries are included, along with managing accurate CEO calendar entries of personal commitments.

Key Responsibilities

• Executive assistance to CEO and COO including calendar management, inbox triage, travel logistics, meeting preparation, note-taking, and timely follow-up.
• Coordination of recruitment processes including job postings, candidate screening, interview scheduling, and conducting references and background checks.
• Administration of new hire onboarding and offboarding processes including required documentation and equipment returns.
• Maintaining company compliance trackers covering certifications, driver’s licenses, vehicle registrations, insurance, and inspections with proactive monitoring before expiry.
• Distribution and acknowledgment tracking of policies and procedures as outlined in the employee handbook.
• Managing company contracts, statements of work, client insurance certificates, and equipment assets that require renewal monitoring.
• Health and safety administrative tasks including incident logs, safety meeting records, training documentation, and audit readiness.
• Handling timesheet tracking, receipt collection and coding, expense reports, and invoicing reminders.
• Collecting data for weekly leadership scorecards.
• Office management duties such as supply ordering, vendor interactions, mail handling, visitor coordination, event logistics, gift management, and recognition of staff milestones.

Candidate Requirements

• At least three years’ experience in roles such as executive assistant, office administrator, office manager, or senior administrative coordinator, preferably with multifaceted responsibilities.
• Proven ability to take ownership of critical activities and maintain up-to-date tracking systems without letting them lapse.
• Excellent written communication skills; able to draft communications on behalf of the CEO.
• Proficiency with advanced features of Google Workspace or Microsoft 365, alongside a capacity to quickly learn new operational platforms.
• High level of discretion with sensitive information including personnel, payroll, and executive matters.
• Determined and courteous persistence in following up on receipts, timesheets, signatures, and other documents.
• Possession of a valid Nova Scotia driver's license and reliable vehicle for company-related errands, with mileage reimbursement provided.
• Additional assets include experience in HR administration, recruiting coordination, compliance tracking, certification management, health and safety record keeping, fleet management, or agency/event/field services environments.

Compensation and Benefits

• Salary range from $48,000 to $58,000 annually, determined by experience.
• Annual bonus potential up to 5% of base salary.
• Clearly defined role with documented responsibilities, ownership, and measurable goals.
• Direct access to executive leadership and insights into agency operations.
• Opportunities for career advancement toward People and Culture or Operations leadership roles.
• Engaged, dynamic team with impactful work visible in the marketplace.
• Medical benefits and RRSP matching program.
• IEP program participation and an annual wellness spending allowance.

Additional Information

Maverick XM is an equal opportunity employer welcoming all qualified applicants and providing accommodation throughout the hiring process upon request.

Applicants should include a cover note describing a system, tracker, or process they have developed or improved and its importance.