Senior Administrative Assistant

WHAT DO WE DO?

We create solutions for the people who keep our world flowing.

We are the problem-solvers who keep industries moving and businesses thriving. At John Brooks Company, we’ve been the trusted partner for fluid handling solutions across Canada for over 80 years. We don’t just offer products—we deliver customized, innovative solutions that make a difference in filtration, pump, spray, and valve systems.

WHO ARE WE?

John Brooks Company isn’t just a place to work; it’s a place to grow, innovate, and make a lasting impact. We’ve doubled our size in the last six years, expanding to over 200 dedicated employees nationwide. Since 1938, we’ve nurtured an entrepreneurial environment where creativity, initiative, and passion are not just encouraged—they’re essential. Here, your ideas matter. If you’re driven, determined, and ready to take on new challenges, we’ll provide the tools, support, and opportunities you need to succeed.

WHY SHOULD YOU JOIN US?

Our commitment to our people is evident in everything we do. With an average tenure of over 9 years, our team members stay with us because they’re valued, included, and empowered. We celebrate our successes together, from formal service awards to milestone celebrations. Plus, we offer a competitive compensation package, including a base salary with incentives, a robust vacation plan, a generous benefits package, and perks like summer holiday, personal days and hybrid work culture.

THE ROLE:

At John Brooks Company, we know that our success is driven by our people. As we continue to grow, we’re looking for a Senior Administrative Assistant who will be supporting three Directors of Sales. This position will report into the Senior Executive Assistant.

In this role, you’ll be the go-to person for managing complex calendars, coordinating travel, handling confidential communications, and ensuring that our SLT can operate smoothly and efficiently. You’ll need to be a master of organization, a communication wizard, and someone who can see around corners to anticipate needs before they arise.

As a member of our team, you will be responsible for:

• Delivering administrative support to the Sales Directors, ensuring every interaction is handled with professionalism and excellence.
• Juggle complex calendars, coordinate travel, and manage all the details that keep our Sales Directors on track.
• Be the gatekeeper for email communications, helping our Sales Directors stay focused on high-priority tasks.
• Meeting management, from scheduling to preparing agendas and capturing key takeaways.
• Manage our company’s season ticket accounts, ensuring seamless distribution and usage.
• Anticipate needs, troubleshoot challenges, and handle tasks with a sense of urgency and attention to detail.
• Collaborate with the Senior Executive Assistant to organize events, meetings, and special projects that drive our business forward.
• Build strong, trusted relationships with SLT members and stakeholders across the organization.
• Contribute to a positive, inclusive workplace where everyone’s voice is heard and valued.
• Maintain the utmost discretion and confidentiality, managing sensitive information with care.
• Other administrative tasks as required.

To succeed in this role, you have:

• 5-7 years experience supporting the Senior Leadership Team in a large or mid size organization.
• Minimum high-school degree.
• Excellent computer literacy, MS Office experience essential (PowerPoint, Word, Excel, Acrobat) and other digital tools experience preferred such as Zoom and Concur.
• Worked extremely well under pressure, with the ability to meet tight deadlines while maintaining attention to detail.
• Maintained a Code of Ethics and Integrity.
• Demonstrated superior customer service skills and professionalism when partnering with all levels and external stakeholders.
• Demonstrated strength in time management, organizational skills and communication with the ability to multi-task in a fast paced and demanding environment.
• Demonstrated the ability to prioritize and work independently with minimal direction and proficiency in dealing with ambiguity.
• Proactively resolved any issues in a professional and calm manner.
• Exercised high levels of discretion and judgement to deal with sensitive and confidential materials and matters.
• Exceptional interpersonal, influential, verbal and written communication skills
• Resilience, resourcefulness, and a "get it done" attitude.
• Experience in dynamic organizations that evolve and adapt.
• Detail oriented when writing and editing business documents, communications, and presentations
• Driven to achieve results and continuously strive to deliver the highest performance through creative thinking
• (Bilingual) French language would be considered an asset.

WORK ENVIRONMENT:

• Fast-paced environment in a dynamic competitive industry.

• Daily customers, sales reps and other department telephone calls, zoom chats and emails.

• Exposure to deadlines, multiple demands and priorities, multi-tasking, and interruptions.

Canadian founded and owned, John Brooks Company has doubled in size in the last 7 years to over 200 employees across the country. Since 1938, we have worked hard to build & nurture an entrepreneurial environment, where creative thought and initiative are encouraged; this is a place where your ideas matter! If you have a strong work-ethic, passion, and determination, we’ll provide the tools you need for success. We will help you grow so that we can continue growing.

WHAT’S IN IT FOR YOU?

• Competitive remuneration including base salary
• Competitive vacation
• Paid personal day program
• Summer hours program
• Generous benefits package that includes coverage for things like medical, dental, paramedical, and vision
• Company Group RRSP with employer matching
• Annual health & wellness subsidy

FUN FACTS

• The average employee tenure is 9 years
• We enjoy celebrating achievements by means of formal service awards, employee achievement awards, and milestone birthdays
• We regularly host social events and gatherings to foster togetherness and fun

We are committed to providing equal opportunities for persons with disabilities. Accommodations are available at all stages of the recruitment process, at the candidate’s request.