Administrative Operations Manager

7 days ago

Ottawa, Ontario, Canada MindBridge Ai Full time

As a highly organized and proactive Office Support Specialist – Senior at MindBridge AI, you will play a pivotal role in ensuring the seamless day-to-day operations of our head office. Your primary responsibilities will include managing office administration, coordinating facilities and vendor relationships, and providing direct support to our Senior Leadership Team.

Key Responsibilities
  • Oversee the daily operations of the office, maintaining a well-organized, efficient, and productive workspace.
  • Serve as the main point of contact for vendors, suppliers, and building management.
  • Maintain office supplies, equipment, and inventory, ensuring everything is well-stocked and operational.
  • Manage office layout, seating arrangements, and space planning to optimize workflow and collaboration.
  • Ensure the office is organized and fully functional at the start of each workday.
  • Coordinate with the cleaning crew to maintain a well-kept office environment.
  • Handle incoming and outgoing mail, couriers, and shipments.
  • Implement and maintain office policies, procedures, and best practices.
Culinary Program & Kitchen Oversight
  • E nsure the office kitchen is fully stocked with fresh snacks, beverages, and essentials.
  • Manage relationships with food vendors, catering services, and grocery suppliers.
  • Plan and coordinate weekly team meals, including ordering, setup, and cleanup.
  • Maintain a clean, organized, and welcoming kitchen space, ensuring it meets health and safety standards.
  • Assist in planning and executing special culinary events, such as team lunches, happy hours, and holiday celebrations.
  • Support sustainability efforts by managing food waste, composting, and recycling initiatives.
Administrative Support
  • Provide high-level administrative support to the Senior Leadership Team, including scheduling meetings, managing calendars, and coordinating travel arrangements.
  • Prepare reports, presentations, and correspondence on behalf of executives where necessary.
  • Organize company-wide meetings and support team-building activities.

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