This is a dual role for the creative individual with strong organizational skills and a positive demeanor. The ideal Executive Assistant & Manager, Operations is highly self-motivated, demonstrates consistent initiative and is capable of working without supervision. The Executive Assistant will be accountable for supporting the President with day to day activities and creating a forward-thinking culture of success.

As the Manager, Operations they will be responsible for maintaining an office environment that is safe and welcoming to all of our employees. They support the daily operations of the office and maintain strong relationships with our vendors.  Our ideal candidate is an effective communicator, that thrives on team collaboration, and is a well-organized multi-tasker who is able to balance competing priorities and deadlines.

Executive Assistant:

·      Efficiently manage the President’s schedule, internal and external correspondence and communication flows with high attention to detail

·      Manage and schedule internal and external meetings and conference calls, both in person and over Zoom or telephone

·      Exercise time management to ensure prompt adherence to President’s schedule

·      Organize, maintain and distribute information such as meeting notes, agendas, documentation, and reports

·      Coordinate travel ensuring the President gets to meetings efficiently and on time

·      Arrange and book the President’s travel, optimizing any airline rewards

·      Manage expenses for President and projects

·      Prepare, review, proofread presentations and documents as necessary

·      Liaise and coordinate meeting dates, times, and venues

·      Develop strong internal and external relationships that earn trust and build confidence

·      Anticipate future tasks and needs and prepare accordingly

·      Complete various administrative duties as assigned by the President

Manager, Operations:

·      Plan and coordinate essential internal and external company events; such as townhall, staff party, leadership retreat, etc.

·      Working with the company’s Designer, source and purchase all office furniture and arrange for installations.

·      Ensure an eco-friendly office environment wherever possible.

·      Ensure the proper and efficient maintenance of the office space, office supplies, furniture and equipment (i.e., phone system, office printers).

·      Manage out-of-office storage facilities.

·      Organize and prepare for any office renovations/repairs/changes and manage relationships with external vendors

·      Identify opportunities to improve office efficiency and employee experience

·      Coordinate employee engagement initiatives that foster collaboration, inclusion, and a positive workplace culture.

·      Plan and execute company social events, team-building activities and parties

·      Coordinate employee milestone recognition, including birthdays, work anniversaries, promotions, retirements, and other meaningful celebrations.

·      Lead company communications related to office operations and events.

·      Coordinate emergency response procedures, first aid supplies, and workplace inspections where applicable.

·       5 years of experience as an Executive Assistant or Personal Assistant in a fast-paced organization

·      Strong organizational skills

·      Able to show up as an exuberant self-starter who elicits creativity and passion in their work

·      Experience in office management or workplace operations

·      Excellent time management skills

·      Understanding of challenges executives face and the knowledge of how best to support their success

·      Able to use discretion when handling confidential and sensitive information

·      Capable of managing multiple initiatives at the same time with limited support and resources

·      A keen eye for detail. (Lots of detail!)

·      Expert written and verbal communication skills

·      Organized and able to prioritize, with the ability to multitask and work independently within our fun team environment