Executive Assistant/office Manager

2 weeks ago

North York, Canada 8Plus Full time

8Plus inc. is looking for an experienced, organized, and initiative-taking **Executive Assistant / Office Manager **to join our growing Toronto team.

This position is full-time, in-office Monday to Friday.

**Duties, Tasks and Responsibilities**

**Perform Executive Assistant Duties including, but not limited to**:

- Task Management: Organizing daily tasks and managing both Executives ongoing to-do lists. Communicating required tasks and action steps for ongoing projects; following up on deliverables.
- Calendar Management: scheduling virtual and in-person meetings and appointments with clients, vendors and colleagues.
- Travel Management: Managing travel bookings and itineraries, both corporate and personal.
- Meeting Assistance: prepare for and attend meetings, including preparing meeting documents, agenda’s, and taking/distributing meeting minutes.
- Document Management: Prepare internal and external corporate documents for team members and industry partners, for review and presentation.
- Complete research assignments as required.
- Uphold a strict level of discretion and confidentiality of all Executive and client information. Properly handle reports, confidential correspondence, and files.
- Be self-motivated with the ability to multi-task and prioritize competing demands within required deadlines
- Management of corporate gifting and annual Valentine’s Day customer appreciation initiative.
- Marketing/Social Media support as required.

**Office Manager Duties include, but are not limited to**:

- Track office supply quantities and re-order from suppliers as needed.
- Complete weekly office grocery trip at local grocery store (2kms away from office)
- Work collaboratively with Accounting Department as needed, with preparation of financial documents, budgets, variance reports, managing corporate spending, etc.
- Manage communications, relationships, and projects with external contacts such as property management, external marketing firms, web design firms, realtors, etc.
- Always uphold a high level of professionalism among staff and clientele.
- Ensure all project soft and hard data is effectively organized/stored both in physical files and on the company’s servers.
- Support Team in managing deadlines to ensure high-level customer service and project success.
- Support in Onboarding/Offboarding Team Members.
- Track team time-off and performance review dates.
- Draft and submit company announcements and policy changes.
- Actively participate in company culture initiatives and the Health & Safety Committee.

**Qualifications and Knowledge**
- Outstanding punctuality, ability to keep up with deadlines and work under pressure and changing priorities.
- Excellent and professional communication skills; written and verbal.
- Trustworthy with the ability to maintain confidentiality.
- Ability to work both independently and collaboratively in a team environment.
- Outstanding organization skills and attention to detail.
- Problem solving skills, initiative, and resourcefulness.
- Decisiveness and excellent use of independent judgment.
- Experience managing people and/or an office.
- Strong research skills.
- Ability to ask questions and probe effectively to clarify project tasks and understand business needs.
- Ability to flex communication style to work with varying levels of seniority, both within and outside of the organization.
- Experience supporting multiple Executives simultaneously an asset.
- Experience with Project Coordination or within the Construction Industry an asset.
- Social Media/Digital skills an asset.

Must have a reliable vehicle with a valid G license.

**Job Types**: Full-time, Permanent

**Salary**: $65,000.00-$85,000.00 per year

**Benefits**:

- On-site parking
- Paid time off

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

Ability to Commute:

- North York, ON (required)

Ability to Relocate:

- North York, ON: Relocate before starting work (required)

Work Location: In person

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