Executive Office Manager

3 weeks ago

Halifax, Nova Scotia, Canada Sightline Planning + Approvals Full time

The Office Administrator will collaborate closely with the President & CEO and the Leadership Team to oversee and optimize the operations of Sightline's office for enhanced productivity.

KEY RESPONSIBILITIES:

Daily Operations Management:
  1. Coordinate, schedule, and facilitate meetings, ensuring all arrangements are in place and the environment is tidy post-use. Maintain the company calendar, ensuring all Outlook calendars are consistently updated and accurate.
  2. Arrange external meeting venues as required. Welcome and assist visitors with a professional and friendly approach, ensuring their needs are addressed and they feel at ease in our office setting. This includes preparing refreshments and gift bags when necessary.
  3. Optimize office space utilization, including organizing storage areas and maintaining supplies of cleaning materials, office essentials, and stationery.
  4. Oversee kitchen inventory, ensuring it is stocked with snacks and beverages, and manage cleaning and maintenance schedules.
  5. Plan and organize internal company events such as team appreciation gatherings, client dinner reservations, and conference attendance.
  6. Coordinate travel arrangements for employees in collaboration with our travel agency to ensure safe and efficient trips.
  7. Handle incoming phone calls and emails, directing them to the appropriate individuals and taking messages as needed.
  8. Maintain an updated directory of company contacts and generate specialized contact lists upon request.
  9. Support Sightline's marketing initiatives, which include content creation and management of our email marketing campaigns.
Business Practices Quality Control:
  1. Review documents for grammatical accuracy and ensure compliance with company standards.
  2. Organize and manage our digital records system.
  3. Utilize Excel and Click-Up to manage our Project Management Matrix, ensuring the team meets deadlines and maintains an organized workflow.
  4. Record meeting minutes, assign action items, and track their completion.
  5. Draft, submit, and manage client service agreements.
  6. Create and issue client invoices.
  7. Facilitate training and professional development opportunities for team members.
  8. Assist with HR functions, including drafting job descriptions, recruitment, onboarding, and performance reviews.
  9. Maintain the directory of company policies and ensure annual reviews are conducted.
  10. Support the team in continuously enhancing our business processes.
Financial Oversight:
  1. Conduct basic bookkeeping tasks, including expense tracking and organizing receipts and invoices.
  2. Monitor overtime and vacation balances.

Qualifications:

  1. A college diploma or bachelor's degree in a relevant field (human resources, office administration, or business management preferred).
  2. A minimum of 5 years of experience in Office Administration, Office Management, or a related field.
  3. Experience in Project Management.
  4. Proficiency in MS Office with strong Excel skills.
  5. Exceptional organizational and communication abilities.
  6. Proactive, adaptable, and solution-oriented with a growth mindset.

Assets:

  • Familiarity with Click-Up, Canva, MailChimp, or Klaviyo.
  • An interest in Real Estate.
  • Proficiency in a second language is a plus.
  • Leadership experience.

Benefits:

At Sightline, we value every employee and are committed to their well-being and development. We provide a supportive work environment with generous vacation time, annual salary increases, health benefits, RRSP matching, a health expense account, monthly team appreciation events, professional development opportunities, and more.

Job Types: Full-time, Permanent

Compensation: $51,000.00-$66,000.00 per year

Benefits Include:

  • Company events
  • Dental care
  • Extended health care
  • Paid time off
  • Wellness program

Flexible Language Requirement:

  • French not required

Schedule:

  • Monday to Friday

Education:

  • Bachelor's Degree (preferred)

Language:

  • English (preferred)

Work Location: Hybrid remote

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