Executive Assistant Office Manager
Executive Assistant Office Manager
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Job Description
Were 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 supportall in one fastpaced dynamic environment.
As part of our People & Culture team youll be the heartbeat of the office and a pillar of our organizational culture shaping the daytoday vibe of the office and championing the social glue that keeps our team connected. Whether its planning unforgettable team events creating a warm and welcoming office environment or helping the CEO stay ten steps ahead youll 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
- Welcome guests and candidates at the reception creating a warm and professional first impression of Novisto
- Coordinate bimonthly office lunches
- Help organizing corporate events that build team spirit and company culture from logistical planning to
- 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 costsensitive 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 teamwhether its 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 lastminute changes
Job Requirements
- 23 years minimum of administrative events or executive assistant experience ideally in a fastpaced highgrowth 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 problemsolving skills;
- Excellent verbal and communication skills (Bilingualism French and English is a must);
- Superior work ethic and able to work independently and efficiently with crossfunctional teams;
- Exceptional attention to detail and organizational skills.
What we offer
- Join an early stage wellfinanced company;
- Advance Novistos 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 Dialogues 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
Required Experience:
IC
Employment Type
Full Time
