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Executive Assistant/Office Manager
Etobicoke, ON · AdministrativeWe are seeking a highly organized and proactive Executive Assistant / Office Manager to support senior executives and ensure the smooth operation of our office. This position requires a strong multi-tasker with excellent computer skills and the ability to thrive in a fast-paced, dynamic work environment. The ideal candidate will demonstrate exceptional attention to detail, possess strong communication skills, and be able to manage a variety of administrative and operational tasks simultaneously.
Key Responsibilities:
Key Responsibilities:
- Executive Support: Provide high-level administrative support to executives, including calendar management, meeting coordination, and travel arrangements.
- Office Management: Oversee daily office operations, ensuring a well-maintained and efficient work environment. Manage office supplies, equipment, and vendor relationships.
- Communication: Serve as the primary point of contact for internal and external communications. Screen and prioritize incoming calls, emails, and correspondence for executives.
- Document Management: Prepare and proofread reports, presentations, and other documents as needed. Maintain confidential files and records with attention to detail.
- Scheduling & Coordination: Coordinate meetings, appointments, and events, ensuring all logistics are arranged. Prepare meeting agendas, take minutes, and track action items.
- Project Assistance: Assist with special projects and ad hoc tasks as needed. Manage timelines and ensure deliverables are met.
- Team Support: Provide support to other team members as necessary, fostering a collaborative and efficient office environment.
- Database Management: Maintain and update office databases and files, ensuring accuracy and organization.
- Expense Tracking: Assist with budget tracking and process expense reports for executives and office operations.
- Problem-Solving: Proactively address any issues that arise within the office and take the initiative to find solutions that improve workflow.
- Proven experience as an Executive Assistant, Office Manager, or similar role.
- Strong proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and project management tools (e.g., Asana, Trello).
- Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Excellent written and verbal communication skills.
- Strong attention to detail and problem-solving abilities.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Flexibility and adaptability to changing priorities and tasks.
- Ability to work independently and as part of a team.
- Positive, professional attitude with a customer service-oriented approach.
- A high level of professionalism and strong interpersonal skills.
- Bachelor’s degree or equivalent experience preferred.
- years of relevant experience in an executive assistant or office management role.
- Experience in fast-paced, high-demand environments is a plus.
- Fast-paced and dynamic office environment.
- Must be able to manage competing demands and adapt to changing priorities.