Executive Assistant/office Manager

**Job description**

Geomega Resources, a publicly listed company on the Toronto Venture Stock Exchange is a company that works in critical and strategic metals and specializing in rare-earth extraction. We are situated on the south shore of Montreal, in Boucherville, QC right beside the tunnel with access by public and regular transport.

Our mission is to develop sustainable methods for the extraction and purification of metallic compounds through chemical and hydrometallurgical processes from ores, recycled materials and industrial waste. We are making rapid progress and want to expand further into other markets by using our R&D platform to build a wider range of pilot plants and commercial processes.

Our growing company is looking for an experienced executive assistant / office manager / administrator that can work directly with the executive team. A once in a lifetime opportunity to get a broad exposure to company management, public company experience, business development, marketing and operational experience all in one place.

A great opportunity for an individual seeking full-time, permanent employment, with a company that is creative, growing and developing.

**Brief description**
The selected person will work directly with the Executive team on all day to day activities of the company. As this is a growing company, the employee can, if they wish, take on more tasks and responsibilities in the future. Need to be open minded and creative.

**Tasks & Responsibilities**
- Manage, organize and oversee day-to-day operations and administration of the office
- Participate in office staff supervisory tasks
- Create and implement office policies and procedures
- Greet and assist visitors and clients and represent the office in meetings with external clients or partners
- Coordinate and schedule meetings and appointments
- Plan, implement and maintain office systems, including data management and filing
- Ensure a clean and organized office environment
- Provide general administrative support to all departments, specifically Senior Management
- Handle and distribute incoming and outgoing mail and packages
- Maintain office supplies and equipment
- Implement the company policies to ensure maximum productivity
- Coordinating domestic and international travel, including flight, hotel, and car rental reservations
- Composing correspondence, and drafting new employee’s contracts
- Assisting with hirings, evaluations and other human resources activities
- Participate in procurement activities and agreement drafting
- Participate in creating presentations and other management-level reports
- Maintaining the company social media accounts and updating material on company website
- Take minutes of various operations meetings
- Participate in board meetings to take minutes, read and prepare contracts and company policies
- Act as the Administrator of the Microsoft Project software to help coordinate the workflow
- Create and update records and databases with personnel, financial and other data
- Assist with market research, market studies and analysis
- Assist with planning marketing and business development activities
- Arranging both internal and external events
- Participate in managing the day to day operations in the office, lab and field activities
- Help liason between the various departments
- Assist management in deploying business growth strategies
- Participate in preparation of press releases, presentations, corporate documents and translation of said documents
- Help manage the company general IT infrastructure

**Qualifications and requirements**
- Professional fluency in both French and English (oral and written)
- Proficient computer skills (excel and powerpoint is must)
- DEC in Management or Administration is required. Bachelor’s degree in business & Administration or equivalent is a plus
- Proven experience (minimum 5 years) in office administration & office management

**Skills**
- Excellent communication and interpersonal abilities
- Strong leadership, organizational and multitasking skills
- Strong time management skills - able to complete tasks quickly and with little guidance and react to matters with the appropriate level of urgency
- Proactive attitude - e.g. taking an active role in assisting executives to be more effective with their time
- Detail-oriented, reliable, responsible and able to work independently
- Teamwork - friendly and helpful attitude that can build effective and collaborative working relationships
- Demonstrate a high level of dedication and enthusiasm
- Ethical conduct and discretion - acting with integrity and professionalism, handling confidential information with discretion
- Analytical - ability to identify departmental and office needs and plan accordingly
- Excellent communication skills - the job involves talking to both internal personnel and external (contractors, suppliers, potential future clients)
- Flexibility - As this is a growing company, new tasks may