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Office Manager/executive Assistant

2 weeks ago

Montréal, Canada Novisto Full time

We’re looking for a highly organized and proactive **Office Manager & Executive Assistant**to support our CEO and keep our office running smoothly. This hybrid role combines office management, event coordination, and executive support—all in one fast-paced, dynamic environment.

As part of our People & Culture team, you’ll be the heartbeat of the office and a pillar of our organizational culture, shaping the day-to-day vibe of the office and championing the social glue that keeps our team connected. Whether it’s planning unforgettable team events, creating a warm and welcoming office environment, or helping the CEO stay ten steps ahead, you’ll play a central role in making our company an amazing place to work.

**Office Management & Events Planning**

  • Oversee the smooth daily operations of our office space, ensuring a clean, organized, and fully stocked environment
  • Coordinate bi-monthly office lunches
  • Help organizing corporate events that build team spirit and company culture, from logístical planning to execution
  • Source venues, negotiate with vendors, and manage event budgets to deliver memorable and enjoyable experiences
  • Liaise with vendors, suppliers, and building management to handle maintenance, deliveries, and improvements
  • Manage office budgets and expenses related to supplies and services
  • Prepare internal communications when needed
  • Coordinate travel arrangements by working with hotels and airlines to ensure an efficient and cost-sensitive process, including marketing requests.
  • Receive and sort mail and packages and help coordinate marketing send out requests for specific campaigns
  • Pitch in wherever needed to support the team—whether it’s helping with an office task or jumping in to make a social event run seamlessly.

**Executive Support**

  • Provide calendar management support to the CEO, ensuring meetings are efficiently scheduled, conflicts are minimized, and priorities are maintained
  • Ensure the CEO is prepped and on time for all meetings and events, with all materials ready and any necessary context provided
  • Prepare eloquent correspondence for the CEO with internal and external stakeholders
  • Coordinate travel arrangements (flights, hotels, itineraries), both domestic and international, including last-minute changes

**Job Requirements**

  • 2-3 years minimum of administrative, events or executive assistant experience - ideally in a fast-paced, high-growth environment
  • Solid knowledge of Excel and Google Workspace
  • Empathetic, authentic, social individual who is passionate about working with diverse people;
  • Natural ability to build relationships;
  • Adaptable, resourceful, and able to pivot quickly in response to changing priorities;
  • Strong problem-solving skills;
  • Excellent verbal and communication skills (Bilingualism French and English is a must);
  • Superior work ethic and able to work independently and efficiently with cross-functional teams;
  • Exceptional attention to detail and organizational skills.

**What we offer**

  • Join an early stage, well-financed company;
  • Advance Novisto’s purpose of contributing to the sustainability of the economy, environment, and society by empowering companies to make better decisions and disclosures through our ESG data management software;
  • Generous health benefits (100% Insurance coverage & access to Dialogue's telemedicine app)
  • 4 weeks of vacation
  • Stock option plan
  • Summer hours
  • Work from our beautiful office, in Old Montreal, close to downtown and steps away from a metro (subway) station

Pay: $58,000.00-$68,000.00 per year

Schedule

  • Monday to Friday

Application question(s)

  • This position requires working from our office five days a week. Will you be able to commit to that schedule?

**Language**

  • French (preferred)

**Location**

  • Montréal, QC (required)

Work Location: In person