Mcasphalt Office Manager/ Executive Assistant

4 months ago

Toronto, Canada Colas Full time

**Job Purpose**:
The Executive Assistant/ Office Manager supports executives across all administrative functions, including travel coordination, meeting scheduling, expenses, upkeep of contacts and meetings notes as well as involvement with other ad hoc projects. The Executive Assistant/ Office Manager also manages the general administrative function and activities of McAsphalt’s Head Office.

**Main Responsibilities**:
**Executive Assistant**
- Manages daily calendars and travel arrangements
- Assists in preparation for meetings, record meeting minutes, and complete follow-up activities, as requested
- Other duties as assigned by the President or the Senior Management Team

**Office Manager**
- Manages and supervises office staff, including front desk personnel
- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement
- Manages office plan layouts and space assignment for Head Office and other major facilities
- Monitoring office supplies and ordering new stationery, furniture, appliances and electronics as required
- Liaises with facility management vendors, including cleaning, catering and security services
- Oversees office budget, including tracking expenses and optimizing costs where possible.

**Qualifications**:
**Requirements**:

- 5 years of related work experience in generally comparable administrative functions
- Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
- Excellent communication skills, both verbal and written
- Demonstrated ability to handle highly-sensitive and confidential information
- Ability to prioritize tasks and work efficiently in a fast-paced environment
- Highly skilled in Microsoft Office
- High school diploma; additional certification in Office Management is a plus

**Preferred Qualifications**:

- Bilingual in French and English an asset
- Customer service and project management background is preferred.

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