Executive Assistant, Office Services and Human Resources Coordinator
4 days ago
Title: Executive Assistant, Office Services and Human Resources Coordinator - 12 months contract
Reporting to Chief Human Resources Officer
Location: Toronto, Ontario, Canada (In office 4 days/week, 1 day/week remote work)
We have an exciting opportunity for an Executive Assistant, Office & Human Resources Coordinator to join our team in Toronto Reporting to the Chief Human Resources Officer, the Executive Assistant, Office & Human Resources Coordinator will be based in the Toronto office and will be responsible for supporting a variety of different functions including Human Resources, Reception, Office Services, and the general needs of the Senior Executives. The is a primarily in-office role – 4 days/week in office with 1 day remote with Monday's through to Wednesday's being mandatory.
What you'll do:
Executive Assistance:
- Provide confidential administrative support with a high level of urgency and accuracy to senior executives.
- Plan and coordinate all administrative activities as requested, including calendars, meetings (remote and in person), travel arrangements and preparation of a variety of business documents/materials.
- Prepare expense reports for senior executives and undertake additional reporting needs as required.
- Plan and coordinate Board of Director and strategic planning meetings, including scheduling, agendas, backup materials and travel.
Reception/Office Services:
- Act as first point of contact for all guests in the office, maintain a log and manage front desk procedures.
- Coordinate and distribute incoming and outgoing mail and packages.
- Responsible for all communication with landlord including office maintenance and upkeep, building access cards, etc.
- Order office and kitchen supplies as needed and general upkeep of all common areas.
- Coordinate meals and resources for office events, including town halls and executive meetings.
- Ensure daily boardroom cleanliness, and updated meeting charts for each boardroom.
- Obtain appropriate approval and process invoices with the Finance department related to office services.
- Manage the relationship with our corporate travel partner, communicate company processes, review monthly reporting, escalate as needed.
- Participate in all health and safety committee meetings
Human Resources:
- Updating organizational charts and other HR reports on a regular basis.
- Maintain and update the learning management system and the internal employee portal.
- Provide support for on-boarding and exits, HR communications, and other tasks.
- Conduct background check as requested through third party.
- Assist with reference checks and employment verification letters as requested.
- Participate in Toronto Social Committee activities.
- Perform other related duties in keeping with the purpose and accountabilities of the job.
What you'll need:
- College or University degree or equivalent.
- Two to five years of experience in a similar role; HR experience is an asset.
- Ability to learn quickly and deal with competing activities/tasks with changing priorities in a fast-paced environment.
- Excellent time management and organization skills.
- Strong interpersonal skills, diplomacy, collaborative attitude, and sound judgment.
- Excellent communication (written & oral) and interpersonal skills.
- Ability to effectively communicate across all levels of management within the company as well as outside the organization.
- High level of integrity, confidentiality, and accountability.
- Proficiency in MS Outlook, Word, PowerPoint, and Excel is required.
- Self-motivated with a positive, proactive mindset.
What you will be part of – our Venus Culture
Venus believes in pushing boundaries while embracing creativity and innovation. Our employees are a critical part of our company's performance and are at the core of its success. At Venus, we rely on our employees, customers, and network of industry professionals around the world to continuously improve and Deliver the Promise. In order to do that, we ensure that everyone operates with the same values and vision. At Venus, we promise to give you Endless Opportunities, allow you to Foster Innovation and be part of Delivering a Best-In-Class Offering.
Venus is an equal opportunity employer committed to diversity and inclusion. We welcome applications from all qualified individuals. Venus is committed to accommodating persons with disabilities. Accommodation is available on request for qualified candidates during each stage of the recruitment process.
About Venus Concept
Venus Concept is an innovative global medical aesthetic technology leader with a broad product portfolio of minimally invasive and non-invasive medical aesthetic and hair restoration technologies and reach in over 60 countries and 14 direct markets. Venus Concept's product portfolio consists of aesthetic device platforms, including Venus Versa and Venus Versa Pro, Venus Legacy, Venus Velocity, Venus Fiore, Venus Viva, Venus Glow, Venus Bliss, Venus BlissMAX, Venus Epileve, Venus Viva MD and AI.ME. Venus Concept's hair restoration systems include NeoGraft and the ARTAS iX Robotic Hair Restoration system. Venus Concept has been backed by leading healthcare industry growth equity investors including EW Healthcare Partners (formerly Essex Woodlands), HealthQuest Capital, Longitude Capital Management, Aperture Venture Partners, and Masters Special Situations.
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