Office Manager/Personal Assistant

2 weeks ago

Ottawa, Ontario, Canada Momentous Ltd. Full time
We are seeking a proactive and detail-oriented individual to manage the day-to-day operations of our office and provide high-level personal assistance to key executives. In this role, you will ensure a clean, organized, and productive workspace while managing office functions with initiative, integrity, and a self-starter approach.

Key Responsibilities:

Office Management:

- Office Operations Oversight:

- Maintain smooth office operations by overseeing supplies, equipment, and facility-related matters.

- Organize and coordinate office events, meetings, and team-building activities to foster a collaborative and dynamic environment.

- Partner with housekeeping staff and other stakeholders to maintain office cleanliness and organization.

- Serve as the main point of contact for vendors and service providers, ensuring timely and cost-effective fulfillment of office needs.

- Operational Logistics:

- Manage weekly office operations, including grocery and Friday lunch orders, while tracking expenses and managing the budget for these activities.

- Oversee inventory of office supplies and equipment, placing orders as necessary and tracking usage. This includes managing tech assets such as computers, monitors, keyboards, mice, and cables.

- Collaborate with Rebel's leadership team to plan and execute office events, meetings, and team activities, including booking venues, arranging catering, and coordinating schedules.

- Manage the company calendar, ensuring all events (e.g., Townhalls, parties, happy hours, leadership retreats) are tracked and organized.

- Budget and Financial Management:

- Assist the CEO in monitoring and managing the office budget, ensuring proper expense tracking, and reconciling corporate credit card statements.

- Work with accounting to ensure timely payment of invoices for operational accounts and vendors.

- Office Environment & Coordination:

- Ensure the office remains a welcoming, professional, and efficient space for staff, clients, and visitors.

- Coordinate with HR to support employee onboarding and offboarding, ensuring workstations are set up and welcome materials are prepared.

- Collaborate with building management to coordinate maintenance schedules and address issues related to office operations (e.g., electrical, HVAC, safety).

- Travel Coordination:

- Handle travel arrangements, accommodations, and itineraries for executives and team members, ensuring a smooth experience.

Personal Assistant:

- Executive Support:

- Provide comprehensive personal assistance to Rebel Owner, managing calendar appointments, travel arrangements, and personal scheduling.

- Assist with various personal errands, including household tasks, event planning, and coordinating personal purchases.

- Maintain confidentiality and handle sensitive information with professionalism and discretion.

- Home & Personal Management:

- Keep an updated list of contacts for household maintenance (e.g., car repairs, home repairs) and ensure timely payment of related invoices.

- Provide general administrative support, including managing emails, personal correspondence, and document preparation.

Qualifications:

- Proven Experience: Demonstrated success as a Personal Assistant, Executive Assistant, or in a similar support role.
- Operations Management Expertise: Prior experience in office operations management or a related field, with a strong understanding of day-to-day office functions.
- Organizational Excellence: Exceptional ability to prioritize tasks, manage multiple responsibilities, and maintain order in a fast-paced environment.
- Technical Proficiency: Strong working knowledge of office software, including Microsoft Office Suite and Google Workspace.
- Communication & Interpersonal Skills: Excellent verbal and written communication skills, with the ability to effectively interact with colleagues, executives, and external stakeholders.
- Confidentiality & Discretion: Ability to handle sensitive information with the highest level of confidentiality and professionalism.
- Problem-Solving & Initiative: Proactive attitude with strong problem-solving abilities and a solutions-oriented mindset.
- Educational Background: A Bachelor's degree in Business Administration, Management, or a related field is preferred.

Why Should you join Rebel?

- Enabling Participation: Our mission is to give everyone the tools to contribute online. That means removing barriers and providing a thoughtful and accessible user experience, a venue for community events, discounts when the cost is a barrier, and collaborating to help people power their ideas.
- Building Community: We support those in our community locally, nationally and globally who share our passion for educating and enabling participation online.
- Giving Back: We share our expertise through articles, podcasts and by taking the stage at inspiring events worldwide. We also support amazing people and organizations that impact our society with discounted or free products and services.
- Technology: We're dedicated to protecting our customer's data and digital assets online. Our infrastructure is the heart of our service offering. We guarantee 99.9% uptime from data centres around the world.

Time and energy go into creating the tools and services that power our customer's contribution. Like all things Rebel, our work culture invites and inspires, encourages exploration and embraces adaptation. Our mission - Be Thoughtful. Be Simple. Be Brave - is woven into everything we do, from our robust products to our quirky office traditions. Non smokers only please.

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