Office Management Executive Assistant

• Provide general administrative support to the office manager including:
  • Receiving and interacting with visitors;
  • Answering and managing incoming calls;
  • Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal;
  • Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.);
  • Drafting correspondence and presentations;
  • Recording, transcribing, and distributing notes/minutes of meetings; and
  • Providing other daily support to staff as needed.
• Perform general office/facilities management duties to include:
  • Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed;
  • Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance; and
  • Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
• Assist with various payroll and human resources functions

Exigences de l'emploi

The successful candidate will be:

• 4+ years of solid administrative experience in an office setting;
• Excellent verbal and written communications, networking, and presentation skills (in French/English);
• Excellent organizational skills and attention to detail;
• Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines;
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); and
• Foreign language skills in English (an Advantage for selection)).

• Committed to, and enthusiastic about, the mission and vision of company
• A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes;
• Outgoing, straightforward, and creative;
• Able to work independently and take initiative;
• Results oriented;
• An adaptable, flexible problem-solver;
• Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success; and
• A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.