Administrative Assistant

Summary of Responsibilities:

The Administrative Assistant is responsible for providing high-level administrative, organizational, and operational support to the General Manager and senior operations leadership at Wilcox Bodies. This role ensures the efficient management of communications, meetings, and documentation while supporting cross-functional coordination and follow-through on key business priorities.

The Administrative Assistant acts as a trusted partner to leadership, enabling focus on strategic, operational, and people-driven initiatives by proactively managing administrative workload, maintaining confidentiality, and ensuring clarity, organization, and execution across the business. This role requires strong judgment, professionalism, discretion, and the ability to operate effectively in a fast-paced manufacturing environment.

Some of the key responsibilities include but not limited to:

Executive & Leadership Support

• Provide administrative and operational support to GM and operations leadership
• Prepare agendas, presentations, reports, and briefing materials
• Record and distribute meeting minutes, decisions, and action items
• Track leadership commitments and follow up to ensure execution
• Draft and format professional internal communications and correspondence

Administrative & Business Operations

• Organize and maintain executive documents, SOPs, presentations, and reports
• Support preparation and coordination of leadership meetings, town halls, and company events
• Assist with onboarding coordination for leadership and key operational roles
• Manage operational travel arrangements and expense reporting as required
• Maintain confidential records with discretion and professionalism

Cross-Functional Coordination

• Act as a point of coordination between the General Manager and internal departments including Production, Design, Purchasing, QC, Parts as well as Sales, HR, and Finance
• Follow up on cross-functional actions arising from operations meetings
• Assist with tracking deadlines, deliverables, and escalation items

Special Projects & Continuous Improvement

• Support special projects as delegated by the General Manager
• Assist with ERP integration and system-related initiatives
• Support development, organization, and maintenance of SOPs, Forms, Documents and other Business Management System (BMS) duties
• Track project actions, milestones, and documentation to support timely execution

Skills/Abilities:  

• Excellent written and verbal communication skills, with the ability to effectively interact with individuals at all levels of the organization.
• Strong organizational and time management abilities, with the capacity to prioritize tasks and meet deadlines in a fast-paced environment.
• Demonstrated ability to handle confidential information with discretion and maintain a high level of professionalism.
• Demonstrated initiative and the ability to work independently and within a team environment
• Ability to manage multiple tasks and provide assistance to multiple individuals in the presence of frequent interruptions
• Detail-oriented mindset with exceptional accuracy and attention to detail.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Collaborative team player with excellent interpersonal skills.
• Proven proficiency in advanced computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Job Knowledge or Work Experience:

• 3+ years of experience in an Administrative Assistant, or similar role
• Strong organizational and time-management skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Proven ability to manage confidential information with discretion
• Experience in a manufacturing or operational environment is an asset

Education:

• Diploma in Office Administration is preferred

Physical Demands and Working Conditions:

• Working in both an office and manufacturing environment
• Occasional lifting required
• Wears all required PPE
• Regular working schedule, day shift
• May be required to work outside of normal working days and hours 

Wilcox Bodies Limited is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all aspects of the selection process . 

Questionnaire:

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Salary Range: $ 48,000 - $ 52,000