Administrative Assistant and Office Coordinator

2 weeks ago

Toronto, Canada Psiphon Inc Full time

**Title**: Administrative Assistant and Office Coordinator

**Employment status**:Permanent

**Hours**: Full-time;
**Reports to**: Vice President

**Location**: Downtown Toronto

**Company summary**:
Psiphon Inc. is an internet censorship circumvention network that helps millions of people in freedom-restricted countries access the uncensored Internet every day. Psiphon strives to be the first recourse against censorship wherever and whenever it occurs. The company is headquartered in downtown Toronto. We are a collaborative and flexible workplace that values sharing ideas and creative solutions in an agile team environment.

**Role Summary**:
As Administrative Assistant and Office Coordinator, you will play a crucial role in ensuring the effective operation of our physical office spaces and providing invaluable support to our team. This multifaceted position combines administrative support with office management responsibilities, ensuring that the office functions smoothly and efficiently. Your attention to detail, organizational skills, and ability to juggle multiple tasks are essential in maintaining a highly efficient and well-organized office environment.

**Key Duties**:

- Conduct statistical analysis to support decision-making processes.
- Prepare presentations using various tools such as Visme, Haiku Deck, Prezi, Microsoft PowerPoint, Canva, or Google Slides.
- Maintain smooth office operations.
- Provide detailed briefings for meetings and events when necessary.
- Organize and maintain documents, ensuring efficient record-keeping and filing.
- Digitizing existing file systems.
- Take meeting minutes to document important discussions and actions.
- Review and edit documents to ensure clarity and consistency.
- Arrange catering for department meetings.
- Manage office duties, including stocking office supplies, checking the mailbox daily, and addressing parking issues.
- Assist with property-related matters, such as dealing with vagrants (contacting the police or exterior cleaner) and ensuring building entrances are shoveled and salted as needed.
- Coordinate trades when necessary, such as electricians or plumbers for repairs.
- Oversee on-site activities involving non-employee personnel (e.g., insurance annual inspections, window cleaners, plumbers).
- Prepare the corporate condominium for visiting executives, including booking cleaners and ensuring supplies are prepared and available.
- Ordering and stocking groceries for the office.
- Ensuring the kitchen is consistently clean and stocked.
- Ensuring the bathrooms are stocked and arranging laundry service.
- Organize office spaces and back stock.
- Placing and accepting orders for stationary and items needed in the office.
- Managing company wireless contracts and physical asset tracking system.
- Assisting on the Joint Health and Safety committee. Including monthly office checks and attending meetings. Ensuring the office adheres to health and safety regulations.
- Managing and closing company tabs on a monthly basis.
- Maintaining accurate and up-to-date records.
- Managing office space and layout, including coordinating renovations.
- Managing office security and access.
- Implementing new procedures or strategies to improve office efficiency.
- Assisting in the development of office goals or objectives.
- Providing personal administrative support to executives and managers.
- Conducting research or gathering data as requested.
- Serving as a bridge between staff, other departments, and external parties.
- Assisting with projects as needed.
- Negotiating contracts or service agreements with vendors.
- Serving as a main point of contact for office-related inquiries.
- Managing the use of shared conference rooms.
- Complete any other duties as assigned, contributing to the overall efficiency and success of the office.

Please note that this list of responsibilities is not exhaustive and may include additional tasks as required to support the smooth functioning of the office and meet business needs.

**Skills and Experience**:

- Proficiency in Google Workspace and Microsoft Office, including pivot tables.
- Familiarity with project management tools.
- Ability to undergo vetting by international governments for work on highly sensitive projects.
- Background criminal check clearance.
- Possession of a valid driver's license.
- Proactive and resourceful approach to work, consistently seeking innovative solutions.
- Commitment to maintaining strict confidentiality at all times.
- Excellent research capabilities.
- Capacity to offer valuable perspectives.
- Strong attention to detail, ensuring precision in all tasks.
- Natural problem-solving abilities, able to think quickly on one's feet and propose alternative solutions.
- Exceptional organizational skills, adept at managing multiple priorities and multitasking effectively.
- Ability to anticipate needs and preferences, enhancing efficiency in work processes.
- Capability to work independently and

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