Executive Assistant/office Manager/assistant de
7 months ago
**PURPOSE**
The Executive Assistant / Office Manager role is a dynamic and critical position, designed for a proactive and detail-oriented professional who thrives in a multifunctional role. In this capacity, you will ensure seamless office operations and provide top-level administrative support to our President, playing a key role in driving organizational success.
**KEY RESPONSIBILITIES AND ACCOUNTABILITIES**
The responsibilities of this position include, but are not limited to the following:
- Provide comprehensive administrative support to the President, enhancing their capacity to lead effectively.
- Manage vendor contracts to ensure the office is well-equipped and operations run smoothly at the best cost.
- Oversee the maintenance and aesthetic of the office, creating an inviting and productive workspace.
- Coordinate with real estate professionals and legal advisors to manage property dealings efficiently.
- Monitor expenditures, oversee purchases, and ensure fiscal practices align with budgetary standards.
- Research and negotiate with vendors to undertake maintenance and renovation projects that add value.
- Utilize and manage data in Excel to streamline processes and enhance office efficiency.
- Collaborate with security staff and services to maintain a secure and safe working environment.
- Prepare eloquent correspondence and presentations that resonate with both internal and external audiences.
- Maintain meticulous records and manage information flow to support executive decision-making.
- Plan and execute meetings and events with precision, ensuring every detail is perfectly aligned.
- Take the helm on special projects, from strategic planning to budgeting, impacting company-wide initiatives.
- Gather and analyze data to support diverse projects, delivering insights that propel strategic decisions.
- Serve as the pivotal point of contact between the executive team and stakeholders, enhancing collaboration and communication.
- Organize corporate events that build team spirit and company culture, from logístical planning to execution.
- Keep the office stocked and functional by efficiently managing supplies and equipment.
- Offer direct assistance, when needed, to the counter operations team, helping deliver outstanding service to customers on site.
**REQUIRED SKILLS AND COMPETENCIES**
- Superior communication skills, both written and oral.
- Agile and able to adapt quickly, especially to new technology.
- Proven organizational prowess, with a knack for prioritizing effectively.
- High ethical standards and discretion with sensitive information.
- Strong orientation towards customer and client service excellence.
**Technical/Professional Competencies**:
- Extensive experience (minimum seven years) as an Executive Assistant.
- Proficiency in Excel and ability to adapt quickly to tools like ChatGPT.
**OBJECTIF**
Le poste d'assistant(e) de direction / gestionnaire de bureau est un poste dynamique et essentiel, conçu pour un(e) professionnel(le) proactif(ve) et soucieux(se) du détail, qui s'épanouit dans un rôle multifonctionnel. À ce titre, vous assurerez des opérations de bureau sans faille et fournirez un soutien administratif de haut niveau à notre président, jouant un rôle clé dans la conduite du succès de l'organisation.
**PRINCIPALES RESPONSABILITÉS ET OBLIGATIONS**
**Les responsabilités liées à ce poste sont notamment les suivantes**:
- Fournir un soutien administratif complet au président, en renforçant sa capacité à diriger efficacement.
- Gérer les contrats avec les fournisseurs afin de s'assurer que le bureau est bien équipé et que les opérations se déroulent sans heurts au meilleur coût.
- Superviser l'entretien et l'esthétique du bureau, en créant un espace de travail accueillant et productif.
- Assurer la coordination avec les professionnels de l'immobilier et les conseillers juridiques afin de gérer efficacement les transactions immobilières.
- Contrôler les dépenses, superviser les achats et veiller à ce que les pratiques fiscales soient conformes aux normes budgétaires.
- Rechercher et négocier avec les vendeurs pour entreprendre des projets d'entretien et de rénovation qui ajoutent de la valeur.
- Utiliser et gérer des données dans Excel afin de rationaliser les processus et d'améliorer l'efficacité du bureau.
- Collaborer avec le personnel et les services de sécurité pour maintenir un environnement de travail sûr et sécurisé.
- Préparer une correspondance et des présentations éloquentes qui trouvent un écho auprès des publics internes et externes.
- Tenir des dossiers méticuleux et gérer le flux d'informations pour soutenir la prise de décision des cadres.
- Planifier et exécuter des réunions et des événements avec précision, en veillant à ce que chaque détail soit parfaitement aligné.
- Prendre la direction de projets spéciaux, de la planification stratégique à la budgétisation, ayant un impact sur les
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