Executive Assistant & Office Administrator

at  Beedie

POSITION OVERVIEW

As an Executive Assistant and Office Administrator, you’ll play a vital role in support our Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, detail-oriented, and proactive professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff.
Primary responsibilities include calendar management, ownership of office maintenance, process improvement, cultivating vendor/colleague relationships, and providing exceptional client service to ensure the office is well managed on all fronts. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity.

DESIRED SKILLS AND EXPERIENCE

• 5+ years’ experience in an office management or administrative role
• Strong interpersonal skills and the ability to contribute effectively within a team environment
• Ability to work efficiently and without constant supervision
• Ability to multi-task and meet multiple objectives in short time periods
• Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint.
• Exceptional time management and organizational skills
• Attention to detail
• Excellent communication skills (oral and written)
• Ability to identify, assess and solve problems/issues independently and proactively
• Strong sense of integrity, professionalism and loyalty
• Sense of humor
• Proactive, positive, and outgoing
• Flexible and comfortable with ambiguity
• Confidentiality and discretion on sensitive information
• Experience working in a very fast-paced environment

• Executive Assistant
• Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships
• Track all critical dates for business and personal events
• File management and organization in Teams, SharePoint, and Outlook
• Plan and manage weekly team meetings including advance preparation of agendas
• Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings
• Facilitate ad-hoc projects as needed

Office Administration

• Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible)
• Coordinate incoming and outgoing parcel deliveries
• Coordinate office activities and events
• Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives
• Provide front desk coverage
• Inventory management and assist with ordering of office supplies and kitchen needs
• Servicing of coffee/ice machines, office equipment, etc., liaising with appropriate vendors or individuals where support is needed
• Management of employee parking program
• Oversee the maintenance of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
• Set up or clean-up of workstations/offices for new or departing employees
• Provide office tours to new hires
• Manage vendor relationships with property management cleaners, plant maintenance, dry cleaners, iron mountain and personal trainer contractors as to added tasks, concerns etc.
• Assist with assessing and implement in-office services that yield the following outcomes: convenience, wellness support, alignment with culture
• Support with coordinating employee training and development initiatives
• Errands as required

• Facilitate ad-hoc projects as assigned

Travel Administration

• Assist with tracking of travel bookings for Toronto team members
• Track and update travel logistics as needed on Outlook