Office Manager/Executive Assistant

Job Description

• Manage Executive calendars, relationships and correspondence, for which s/he will be the first point of contact
• Ensure required materials are prepared for meetings and monitoring for scheduling conflicts
• Communicate proficiently to build rapport and relationships with Executive Team and their contacts
• Develop a deep understanding of the Business to establish priority based on the level of importance
• Refer visitors/callers to appropriate individuals within the organization
• Comprehensive organization, planning and coordinating of meetings, luncheons and events
• Manage travel arrangements for executives
• Maintain administrative procedures, including business mail, optimum logistical arrangements for official travel, management of expense reports, authorizations and approvals, etc.
• Screen requests to determine priority level, including visitors, phone calls, and incoming correspondence
• Maintain high degree of discretion in all aspects of the job, displaying courtesy and professionalism in all contacts, and managing difficult or politically sensitive situations effectively
• Ensure all key reports are generated, organized and distributed as required and on time
• Manage catering and planning for Executive meetings
• Plan and organize annual staff event

• Serve as the liaison with vendors and first point of contact for front desk and facilities requests, including:
  • Maintenance (weekly audits and JHSC meeting attendance)
  • Mail (including courier arrangement, mail dispersal, fax review)
  • Supplies (office, cleaning, kitchen)
  • Equipment
  • Security (keys and key logs)
  • Compliance desktop management
• Maintain the office condition and arrange necessary repairs and improvements
• Work as primary contact for security and cleaning contractors and ensure productivity
• Office maintenance in organizational efforts and assessing maintenance and updates needed for efficiency
• Maintain office policies as required
• Maintain office layout and seating plans (including desk move requisitions)
• Onboarding support through ensuring security training and desk set up
• Provide general support (including travel letters) to visitors and staff travelling
• Address employees queries regarding office management issues (e.g. stationery, Hardware, facilities concerns)
• Refer visitors/callers to appropriate individuals within the organization
• Participate in organizing local staff events.
• Maintain Covid-19 safety precautions (monitor employee concerns, manage essential staff in building, ensure supplies of disinfectants etc)

• Must be available to work some evenings and weekends if emergencies require on-site support and coordination
• General admin support when needed
• External relationships will include but not limited to government agencies, tradespeople and contractors, building owners/managers, vendors, etc.

• Proven ability to work well in and contribute to a team environment
• Excellent organization and communication skills
• Demonstrates ability to prioritize and manage multiple assignments in a fast-paced environment to meet deadlines with efficiency and accuracy
• Has excellent attention to detail, and executes responsibilities with a sense of urgency and follow-through
• Post-secondary education in business, property management, administration or other related field administrative experience
• Preferred general knowledge/understanding of building maintenance requirements including building HVAC system and minor plumbing/electrical
• Proficient knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Exceptional multi-tasking, planning, and organizational skills
• Ability to problem-solve and learn quickly in a fast-paced environment
• Ability to adapt and be flexible in a changing environment
• Ability to communicate clearly and concisely (written and verbal)
• Ability to work independently with limited supervision
• Hardworking, self-motivated, with a proactive outlook