Office Manager & Executive Assistant

Job Responsibilities:

Calendar and Email: Manage the CEO’s calendar. Schedule & coordinate meetings and resolve any conflicting priorities. Support the management of the CEO’s email inbox prioritizing and flagging upcoming items.
Board Contact: Interact with Board members and their Executive Assistants to schedule the annual calendar, organize meetings, schedules and travel arrangements. 
Communications: Build a strong working relationship with the CEO to understand their communication style and to anticipate their needs. Monitor requests sent directly to CEO/Executive team members when needed.  
Media: As required, assist with coordinating media relations and interviews for Senior Leadership team. 
Meetings: Organize logistics of company wide meetings including ensuring translation capability (to English and to Spanish). Develop agendas, coordinate guest speakers where applicable, share presentation materials.
Organize other regular meetings (including booking rooms, catering, etc.) as needed. 
Travel Arrangements: Coordinate and book travel arrangements for both domestic and international trips for executives as needed. Prepare all itineraries and ensure calendars for these arrangements are up to date.
ELT support: support members of the Executive Team with administrative functions such as meeting planning, conference registration and coordination, expense reports etc.  
Culture Champion: promote a positive office culture by living our mission, vision, and values in all interactions with internal and external stakeholders.
Administrative Duties: manage office supplies, coffee and refreshments. Work with the facilities team as needed on issues related to the office.
Participate in organizing company events as a member of the Social Committee
Lead and delegate planning of key company events that have executive involvement.
Manage the company non-disclosure process and repository.   
Collaborate closely with other team members on company communications.
Additional duties as occasionally required. 

Qualifications:

5-10 years working as an Office Manager and 2+ years experience supporting C-Suite level/CEO in the capacity of Executive Assistant.
Proven ability to develop strong working relationships with the Board and Executive team in order to anticipate needs.  
Strong working knowledge with MS Office products. Expert-level PowerPoint and familiarity with Adobe an asset.  
Excellent verbal and written communication skills. 
Proficient with Microsoft Office Suite.
Highly professional and ability to work with confidential matters: maintain a high level of confidence when managing sensitive information, including documents.  
Organized and able to manage and coordinate all that is necessary for the smooth operation of the office.
Energetic and enthusiastic with a “can do” attitude. Willing to jump in and help when situations arise. Be approachable to develop relationships with all employees. 
Ability to prioritize, multi-task and work independently in a fast-paced and constantly changing environment and understand the sense of urgency.  
Ability to work flexible hours, with an understanding that occasionally the Executive Team may have time-sensitive matters outside of general office hours.
Flexibility to work remotely 1-day per week.
Legally able to work in Canada.