Office Manager / Executive Assistant

Are you passionate about organizational efficiency and excel in executive support? Our company is seeking a strategic Office Manager / Senior Executive Assistant to support our team and Country Manager, Canada in Toronto. This pivotal position is essential to the operational success of our Canadian offices and offers a unique opportunity to actively contribute to our growth.

If you are a highly organized, proactive, detail-oriented individual eager to make a difference, we want to hear from you. What You'll Do: High-Level Executive Support: Provide exceptional administrative and organizational support to the Country Manager, Canada and other senior leadership, anticipating their needs and ensuring unparalleled workflow fluidity. Strategic Calendar & Communication Management: Masterfully manage complex calendars, proactively highlight key events, and prepare relevant agendas for critical meetings, including important quarterly board meetings.

Impactful Event Planning: Flawless design and execution of captivating client events, from venue sourcing to guest and vendor management, overseeing on-site logistics to ensure memorable experiences. Complex Business Travel Coordination: Meticulous coordination of domestic and international travel arrangements, crafting detailed itineraries that anticipate time zones, travel and accommodation preferences, and essential meeting information. Operational Management & Continuous Improvement: Ensure the smooth day-to-day operation of the offices, oversee equipment and facility maintenance, and act as a key point of contact with property management teams.

Compliance & External Relations: Collaborate with the Country Manager and Chief Compliance Officer to ensure all activities align with local laws, regulations, and ethical standards, while facilitating communication with regulatory bodies. Process Optimization: Identify and implement improvements to administrative processes to optimize workflows and enhance the efficiency of our support functions. Cross-Functional Collaboration: Work closely with Accounts Payable and Purchasing departments for vendor management and due diligence.

Document Management & Content Creation: Prepare and organize important documents, including the creation of professional PowerPoint presentations and the formatting of compelling client presentations. Key Point of Contact: Serve as the primary liaison for various administrative matters with regional departments, facilitating effective communication and problem-solving. Onboarding & IT Support: Coordinate and oversee new employee onboarding processes and act as a local resource for technology updates.

Warm Welcome: Greet guests and clients with professionalism and courtesy. Ad Hoc Project Management: Undertake various tasks and projects, including project coordination, information research, and diligent follow-up on outstanding matters. What You'll Bring: Bachelor's Degree Required.

A minimum of 7 years of relevant experience in an Executive Assistant role supporting executives, as a Senior Administrative Assistant, or in a similar capacity. Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Experience with social media platforms in a professional context is an asset.

Exceptional interpersonal and problem-solving skills , combined with meticulous attention to detail, an impeccable professional demeanor, and an inherently proactive approach. Outstanding organizational and time management abilities , with a proven capacity to perform effectively under pressure and thrive in a fast-paced environment. Excellent verbal and written communication skills , enabling you to interact with ease and professionalism at all levels.

Absolute discretion and integrity in handling confidential and sensitive information. Familiarity with SAP Concur or a similar system is a plus. Fluency in French is an asset.

Why Join Us? A unique opportunity to work closely with senior leadership and directly influence operational success. A stimulating, dynamic, and collaborative work environment.

The chance to develop your skills in a role with varied and strategic responsibilities. We value initiative, excellence, and commitment.