Executive Office Administrator

About DeployPoint.aiDeployPoint.ai is a software and AI development studio that builds custom apps, automations, and integrations for growing teams. We plan, ship, and maintain reliable systems that streamline operations and unlock scale. RoleWe’re hiring an Executive Office Administrator to be the operational backbone for our leadership team. What You’ll Do Executive support: Manage complex calendars, inbox triage, meeting prep, travel, expenses, and follow‑ups for leadership. Operations coordination: Own office logistics, vendor relationships, supply/procurement, and contract/NDA/SOW routing and tracking. Project & client coordination: Schedule client meetings, take minutes, track action items, and maintain up‑to‑date project folders and dashboards. HR & people ops: Coordinate recruiting (postings, screenings, interviews), onboarding/offboarding checklists, asset access, and policy acknowledgments. Finance admin: Assist AP/AR, invoice generation, POs, expense reports, and monthly reconciliation with the finance lead. Compliance & documentation: Maintain templates, SOPs, version control, and audit‑ready records (licenses, insurance, privacy/security docs). Communications: Draft internal memos, client updates, and process notices; prepare slide decks and summaries for leadership. Tooling stewardship: Keep workspace tools tidy—permissions, naming conventions, folder hygiene, and automations for repetitive tasks. You Have 3+ years in executive assistant, office administrator, or operations coordinator roles (startup or agency experience a plus). Excellent written and verbal communication; proactive, discreet, and detail‑obsessed. Strong prioritization across multiple stakeholders and deadlines; calm under pressure. Fluency with Google Workspace or Microsoft 365, calendar/inbox management, and virtual meeting tools. Hands‑on experience with at least a few of: Slack, Notion/Confluence, Asana/Jira, HubSpot/Zoho, QuickBooks/Xero, DocuSign/PandaDoc. Comfortable working with numbers (invoices/expenses) and legal docs (NDAs/SOWs/MSAs) at a procedural level. Nice to Have Experience supporting software/AI or professional services teams. Basic reporting skills (dashboards, KPIs) and light data cleanup in spreadsheets. Familiarity with workflow automation tools (e.g., n8n/Make/Zapier). Event coordination experience (client workshops, team offsites). Success in 90 Days (Outcomes) Executive calendars are predictable; meetings well‑prepped, notes/action items tracked. Contracts, invoices, and onboarding flows are standardized with clear SLAs and checklists. Centralized documentation (SOPs, templates, vendor list) kept current and discoverable. A simple weekly ops report (people, finance, projects, risks) delivered on time. What We Offer Competitive salary with benefits (medical/dental/vision), PTO, and professional development budget. Hybrid work environment with modern tooling and autonomy. A high‑trust, builder culture where your operational excellence shapes how we scale. CompensationWe offer a competitive package commensurate with experience. Qualifications Proficiency in Administrative Assistance and Office Administration tasks. Experience working with Office Equipment and tools for effective organization. Strong Communication and Customer Service skills. Ability to multitask and maintain attention to detail. Previous experience in a hybrid work environment is an asset. Proficiency with standard office software (e.g., MS Office Suite) is advantageous. Diploma or degree in Business Administration or a related field is preferred. Referrals increase your chances of interviewing at DeployPoint.AI by 2x. Get notified about new Executive Office Administrator jobs in Toronto, Ontario, Canada. #J-18808-Ljbffr