EA Office Manager

Executive Support (60%):

• Provide high-level administrative support to the executive team, including calendar management, drafting memos and emails, scheduling appointments, and coordinating meetings and conference calls with internal and external parties.
• Prepare expense and health reimbursement forms for senior leadership, including gathering all necessary supporting documentation.
• Serve as the primary point of first contact for internal and external stakeholders, including investors, clients, and partners.
• Welcome office guests and manage incoming and outgoing deliveries and mail.
• Proofread and format correspondence, presentations, reports, and other documents for the team.
• Maintain organized electronic and physical filing systems to ensure efficient retrieval of information.
• Occasionally arrange complex travel itineraries, including flights, accommodations, and transportation, for executives and team members as needed. Prepare travel expense reports and reconcile expenses in a timely manner.
• Work with external partners, and other stakeholders to schedule meetings or events. Occasionally, assist in the preparation of meeting agendas, materials, and presentations. Attend meetings, take minutes, distribute action items to relevant parties, and follow up to ensure timely completion.
• Prepare boardrooms for in-person meetings, assist with technology setup for screen sharing and virtual attendees.
• Coordinate logistics for corporate events and parties, client meetings, and industry conferences
• Complete required updates to the corporate website and coordinate press releases and other social media updates, as requested.
• Provide first-level support for routine employee technology issues and coordinate with third-party IT consultants to ensure timely resolution of technology-related matters.
• Facilitate and coordinate corporate holiday and other gifts, sponsorships, and donations.
• Manage ad hoc requests that involve personal matters of senior leadership with discretion and on a confidential basis (i.e. appointments, correspondence, errands, gifts, organization, private travel, financial investments).

Office Management (30%):

• Engage and coordinate trades and other service providers who come into the office to complete projects (i.e. renovations) or improve the office environment.
• Manage cleaning and office maintenance teams to ensure all areas of the office are consistently clean, organized, and presentable.
• Oversee the ordering, stocking, and inventory management of office, kitchen, gym and washroom supplies to ensure adequate inventory levels are maintained at all times.
• Ensure the office, kitchen, boardrooms, common areas, and shared spaces remain clean, organized, and presentable throughout the day.
• Maintain organized storage and inventory systems throughout the office.
• Monitor day-to-day office operations and proactively address maintenance, supply, and workplace issues to ensure a smooth and professional office environment.
• Act as the main point of contact for the alarm company and security, including serving as the primary 24-hour emergency contact.
• Manage the company gym and changerooms located on the office premises to keep all areas clean and organized. Coordinate laundry service for gym clothes and towels.

Human Resources, Employee Experience & Culture (10%):

• Coordinate employee onboarding and offboarding processes to ensure a seamless employee experience. Manage onboarding documentation, employee records, system access requests, and employee orientation activities.
• Coordinate new hire introductions, office tours, and workstation setup and readiness.
• Maintain employee files and HR records while ensuring confidentiality and compliance with company policies.
• Maintain accurate employee attendance and in-office presence records to support office planning, scheduling, workforce coordination, and HR administration, while handling all related information with discretion and confidentiality.
• Support employee engagement initiatives, workplace events, and community-building activities.