Office Manager / Executive Assistant

Poste et missions

Summary of Position

Join our dynamic team as an Executive Assistant, directly supporting our Senior Country Manager in Toronto. This pivotal role is responsible for ensuring the smooth and efficient operation of our Canadian office, managing complex administrative tasks, and providing exceptional executive support.

We are looking for a highly motivated, proactive professional who naturally takes the initiative to solve problems while maintaining a clear and respectful understanding of the limits of their authority. The ideal candidate possesses precise, flawless communication skills and a passion for operational excellence.

Working Hours & Location:

Hours: 8:00 AM – 5:00 PM, Monday to Friday.

Location: Hybrid model requiring in-office attendance three (3) days a week in our Toronto office, with the flexibility to work remotely for the remaining two days.

Essential Duties and Responsibilities

Provide essential administrative support to the Senior Country Manager.

Masterfully manage complex calendars, proactively highlight key events, and prepare meeting agendas.

Coordinate all aspects of meetings, including securing venues, arranging catering, and setting up video/audio conferences, such as important quarterly board meetings.

Plan and execute extensive domestic and international travel arrangements, crafting detailed itineraries that account for multiple time zones, airline and hotel preferences, client contact information, and meeting materials.

Take the lead in planning engaging client events, managing guest lists, identifying and securing venues, coordinating with vendors, and overseeing onsite logistics to ensure flawless execution.

Oversee the day-to-day operations of our offices, ensuring office equipment is well-maintained and facilities run smoothly.

Serve as a primary liaison with our Toronto and Montreal building and facilities management teams.

Assist the Senior Country Manager and the Chief Compliance Officer in ensuring all activities align with local laws, regulations, and ethical standards.

Monitor and support communications with regulatory bodies and government entities.

Drive administrative process improvements to optimize workflows and enhance operational efficiency within Business Support group functions.

Collaborate with Accounts Payable and Purchasing departments for vendor management and due diligence.

Perform a range of general administrative tasks, including answering phones, managing correspondence, copying, scanning, filing, mailing, printing, and binding documents.

Prepare and organize important documents, including developing professional PowerPoint presentations as needed.

Assist in the creation of compelling client presentations, managing their printing and binding.

Act as a local point-of-contact for various regional departments on administrative matters, facilitating smooth communication and problem-solving.

Coordinate and monitor new employee onboarding processes.

Serve as a local resource for IT updates and technology maintenance.

Greet guests, visitors, and clients with a welcoming presence.

Handle ad-hoc tasks and projects, including project coordination, researching issues, and diligently following up on pending matters.

Qualifications

Professional Motivation & Judgment: Highly motivated self-starter who consistently takes initiative to pre-empt needs, whilst demonstrating excellent professional judgment in knowing when to escalate decisions and the precise limits of their authority.

Communication: Precise, articulate, and highly polished verbal and written communication skills, enabling seamless and professional interaction with individuals at all organizational levels.

Education: A Bachelor's degree is required for this position.

Experience: A minimum of 5 years of relevant experience, ideally in an Executive Assistant role supporting C-level executives, as a Senior Administrative Assistant, or in a similar capacity.

Technical Skills: Advanced proficiency in the Microsoft Office Suite, including Word, Excel, and PowerPoint, along with demonstrated experience with social media platforms in a professional context. Knowledge of or proficiency with SAP Concur is considered an asset.

Organization: Outstanding organizational and time management abilities, with a proven capacity to perform effectively under tight deadlines and thrive in a fast-paced environment.

Discretion: Proven ability to manage confidential and sensitive information with the utmost discretion and integrity.

Languages: Fluency in French is considered a valuable asset, though not a mandatory requirement.