Executive Assistant

2 weeks ago

Toronto, Canada Robert Half Full time

Job Posting: Executive Assistant & Office Manager

We are seeking an experienced and proactive Executive Assistant & Office Manager to provide comprehensive support to our executive team and ensure seamless office operations. This is an exciting opportunity for someone who thrives in a dynamic, fast-paced environment and is passionate about organizational efficiency and exceptional service.

Key Responsibilities

Executive Assistant Duties:

- Calendar and Contact Management: Coordinate executive schedules and contact lists, proactively prioritizing meetings, appointments, and travel plans.
- Inbox Management: Oversee and manage multiple executive inboxes to facilitate prompt responses and efficient workflow.
- Travel Coordination: Arrange detailed domestic and international travel, including flights, accommodation, transportation, and itineraries.
- Meeting Preparation: Prepare materials, coordinate logistics, handle meeting setup, manage follow-ups, and communicate with internal and external stakeholders.
- Email and Communication Management: Draft, review, and manage correspondence, including responding to emails on behalf of executives when appropriate.
- Project Support: Assist the executive team with special projects, research, and presentations, ensuring clear communication and adherence to deadlines

Office Manager Duties:

- Front Desk Support: Serve as the first point of contact for visitors and callers, manage mail, deliveries, and general email, and greet all guests professionally.
- Banking: Handle deposits and other basic banking tasks securely and accurately.
- File Management: Organize and maintain both physical and digital filing systems for easy access and accuracy.
- Office Operations: Manage day-to-day office logistics, including supply procurement, equipment and technology support, and vendor relationships.
- Facilities Management: Oversee office maintenance, repairs, cleaning services, and enforce safety protocols as required.
- Team Support: Provide general administrative assistance to team members, including scheduling, document preparation, and meeting coordination support.
- Vendor Management: Build and maintain positive relationships with vendors for office supplies, equipment, service agreements, and maintenance to ensure cost-effectiveness and quality service.
- Event Coordination: Organize and execute company events, meetings, and team-building activities.

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