Reporting to the CEO, the Executive Assistant & Office Manager provides high-level administrative and operational support to the CEO, Vice President, and Leadership team while supporting the day-to-day needs of the office. This diverse role is responsible for executive calendar and email management, travel coordination, reporting and research, office administration, IT and fleet coordination, employee setup, and Company events. As a trusted resource across the organization, you will manage competing priorities, handle confidential information with discretion, and take a proactive approach to keeping our Executives, office, and operations organized and running smoothly.
Executive & Administrative Support
-
Provide comprehensive administrative support to the Leadership team, including arranging meetings, preparing and reconciling documents and notes, updating and distributing surveys, and creating reports, lists, and presentations;
-
Manage the CEO’s calendar, including coordinating meetings, appointments, and scheduling priorities;
-
Support the CEO with email filtering and review, identifying priority items and assisting with follow-up as required;
-
Provide administrative and personal assistance to the CEO and Vice President, including coordinating and reconciling expenses and other requests;
-
Coordinate travel arrangements for Executives and employees, including flights, hotel accommodations, ferry bookings, car rentals, and other travel requirements;
-
Prepare reports and conduct research projects to support Business Development initiatives;
-
Conduct research and obtain pricing on services, vendors, venues, and other business requirements to support planning and decision-making;
-
Support ad hoc projects and provide additional administrative assistance as required.
Office & Operational Support
-
Maintain the inventory of office essentials, including supplies, stationery, food, and beverages, and place orders as needed;
-
Oversee the mailing, distribution, and pick-up of Company packages;
-
Ensure the office is well kept and organized, including maintaining shared areas and coordinating necessary upkeep;
-
Manage and monitor relationships with office vendors and service providers, including cleaners, pest control, and other contractors;
-
Oversee contracts, permits, licences, and renewals related to office services to ensure requirements remain current;
-
Provide Dispatch coverage during the day and for vacation, sick leave, and other absences as required;
-
Serve as a secondary point of contact for employees and customers through the main office line, responding to inquiries, ensuring appropriate coverage, and accurately documenting and delegating requests to the appropriate parties.
IT, Fleet & Employee Setup
-
Administer the Company phone plan and mobile devices, including coordinating new devices, replacements, changes, and maintaining accurate records;
-
Coordinate the setup and maintenance of equipment and access for new and existing employees, including computers, cell phones, key fobs, alarm access, and business cards;
-
Support the administration of the Company vehicle fleet, including maintaining records and coordinating administrative requirements;
-
Prepare and maintain project and operational reports using Microsoft Excel, including pivot tables, VLOOKUP/XLOOKUP, and other functions as required;
-
Coordinate with internal teams and external service providers to ensure employee equipment, technology, and access requirements are addressed in a timely manner.
Events & Employee Engagement
-
Plan, coordinate, and facilitate Company events, including the Christmas Party, Golf Tournament, Town Halls, BBQs, team-building activities, Social Committee initiatives, and charitable partnerships;
-
Assist with ordering custom merchandise and recognition items for Company events and milestones, including Service Awards and Red Seal celebrations;
-
Collaborate with internal departments to create and distribute the quarterly Company newsletter.
