Job Overview
The Office Manager & Executive Assistant leads day-to-day office operations while providing high-level, confidential support to senior leadership. This is a hybrid role for an experienced administrative professional who can run a busy office end-to-end and also serve as a trusted right hand to executives.
We are seeking a highly experienced, polished, and resourceful Office Manager & Executive Assistant to join our team. In this role, you will oversee all office administration functions, manage vendor and facilities relationships, and take ownership of executive-level support including calendar management, correspondence, travel coordination, and meeting preparation. You will act as a key point of contact for leadership, exercise sound judgment with confidential information, and bring structure and polish to both the office environment and executive workflows. This is an excellent opportunity for a seasoned administrative professional ready to take on greater ownership, visibility, and responsibility.
Key Responsibilities
Executive Support
- Manage calendars for senior leadership, proactively resolving scheduling conflicts and prioritizing competing demands.
- Coordinate domestic and international travel itineraries, accommodations, and detailed trip logistics for executives and team members.
- Prepare, format, and proofread executive correspondence, presentations, reports, and board or leadership meeting materials.
- Organize and support leadership meetings, including agenda preparation, minute-taking, and follow-up on action items.
- Exercise discretion in handling confidential and sensitive information on behalf of executives.
- Act as a liaison between executives and internal departments, external partners, and clients, screening and prioritizing communications.
Office & Operations Leadership
- Oversee front-of-office operations, ensuring visitors, clients, and callers receive a professional and polished experience.
- Own vendor management end-to-end, including negotiating contracts and service agreements with providers (internet, phone, cleaners, fire inspectors, alarm systems, etc.).
- Manage office budget for supplies, equipment, and services; track spending and identify cost-saving opportunities.
- Oversee IT and equipment logistics, including inventory tracking for printers, laptops, monitors, and phone systems, and liaising with external vendors on escalated issues.
- Lead the planning and execution of company events, offsites, and meetings, managing budget, vendors, and logistics.
- Develop and maintain office policies, procedures, and workflows to improve efficiency and consistency.
- Supervise and mentor junior administrative staff or front-desk personnel, providing guidance, training, and delegating tasks as appropriate.
- Partner with HR, Marketing, Warehouse, and Accounting departments on cross-functional administrative projects and initiatives.
- Serve as a key point of contact during office moves, renovations, or facilities changes.
- Additional duties and special projects as directed by senior leadership.
About You
- Seasoned Professional: You bring years of progressive administrative or executive support experience and are comfortable operating with a high degree of autonomy.
- Sound Judgment & Discretion: You handle confidential and sensitive information with professionalism and tact.
- Executive-Level Communication: You communicate clearly and diplomatically with senior leaders, clients, and external partners, adapting your tone and approach as needed.
- Advanced Organization: You manage multiple priorities, shifting deadlines, and competing demands with ease, and you bring structure to ambiguity.
- Proactive Ownership: You anticipate needs before they arise and take initiative to solve problems without being asked.
- Leadership & Mentorship: You are comfortable guiding and supporting junior team members and setting a professional standard for the office.
- Technical Proficiency: You are highly proficient in Microsoft Office (Excel, Outlook, Teams, SharePoint, OneNote) and pick up new tools and systems quickly.
- Composure Under Pressure: You remain calm, professional, and solutions-oriented in a fast-paced environment with high visibility.
Education, Experience, and Accreditation
- Post-secondary education in Business Administration, Communications, or a related field preferred
- Minimum 3+ years of progressive experience in office management, administrative support, or executive assistance
- Prior experience supporting senior leadership or executives strongly preferred
- Experience managing vendor relationships and/or supervising administrative staff an asset
- Experience in Logistics is a bonus
Pay: $57,000.00-$65,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
