Office Coordinator

5 months ago

Dartmouth, Canada IORE Full time

**Office Coordinator**

**COVE**
**Halifax, Nova Scotia**

**Who is COVE?**
Since our launch in 2018, the Centre for Ocean Ventures and Entrepreneurship (COVE) has been on a mission to connect people, ideas, resources, and assets to propel solutions and sustainable growth for Canada’s marine sector. COVE has been central to the creation of a large cluster of companies and in generating a best-in-class start-up ecosystem. COVE provides strategic network-building opportunities, connections, and thought leadership amongst the global ocean tech community and runs programs to foster the development of the workforce, the acceleration of ocean tech product releases, and the success of new ventures by start-ups, scaleups and SMEs. These programs and COVE’s ability to nationally harness multi-disciplinary skills and capabilities within the marine ecosystem is an enabler in solving industry challenges, generating economic benefits, and providing value to investors.

COVE is expanding rapidly, and we are continuing to build our team to support our transformative impact on the marine sector. With over 60 companies on site and its global network of 2,000+ organizations that are engaged in marine tech, it is on the precipice of becoming a global centre of excellence for industry-led innovation. We know our journey is only achievable by having a great team who shares ideas, tries new things, and learns as we go.

**The Opportunity**

The Office Coordinator & EA will plan, organize, and coordinate the many internal activities happening within COVE. This role will support all departments and serve as a central hub where organization is key. The Office Coordinator & EA will provide organizational leadership to staff, be self-motivated, detail-oriented, organized, and confident in a position with a high level of responsibility, autonomy, and competing priorities. This is a position for someone who loves to manage relationships and work as part of a team, and to ensure continuous efficient and effective business operations.

Professionalism, initiative, work ethic, output quality, and the ability to meet deadlines are of prime importance in this energetic environment. Strong interpersonal, communication, and administration skills are essential as is confidentiality and the ability to work both independently and, in a collaborative, team environment. Success in this role will be demonstrated by efficient office operations and an increase in the efficiency of supported employees.

**What you will be doing**:

- Overseeing all general office duties including addressing space allocation, equipment requirements, purchasing of office and kitchen supplies, communicating with the landlord and managing vendor relationships for both staff locations, and maintaining a clean and organized office environment.
- Managing the Sharepoint system, maintaining files and records (hard and digital) with effective filing systems, ensuring security, integrity, and confidentiality of data, proofreading and editing documents, and managing mail.
- Providing excellent assistance for staff to support operations as required, including assisting with SharePoint, Microsoft, and other software, communicating and implementing policies, sharing office workflow procedures to ensure maximum efficiency, and providing technical service support.
- Managing the CEO’s calendar, including scheduling meetings, adding events, rescheduling appointments, and providing regular briefings.
- Preparing travel and expense claims on behalf of the CEO.
- Organizing and assisting with internal staff meetings, committees, and training sessions including logistics and recording minutes and action items for follow-up.
- Booking and coordinating travel, accommodations, catering, and general support for Board meetings.
- Assisting in the recruitment process by posting job ads, scheduling interviews, preparing offer packages, entering new hire information into databases, organizing orientation and onboarding of new staff members, and setting up technology and workstations.
- Assisting in the preparation and updating of Standard Operating Procedures and policies ensuring best practices and up-to-date information.
- Supporting the preparation of regular internal reporting of corporate and staff goals, cybersecurity reporting, vacation entitlements, tracking of legal documents, and monitoring of related deliverables, deadlines, and renewals.
- Other duties as assigned.

**What you will bring**:

- Post-secondary education in office administration or business.
- 2 - 3+ years’ experience in a similar administrative position, or a combination of experience and education.
- Highly motivated, analytical, logical thinker with the ability to meet multiple and/or unexpected deadlines in a fast-paced environment.
- Exceptional attention to detail.
- Maintains a high degree of discretion and confidentiality.
- Time management
- Excellent organizational, communication (verbal and written), a

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