Executive Assistant & Office Manager

at  Specsavers

Salary: $60,000 – $80,000
Actual compensation within the range will be based on experience. We also offer quarterly variable compensation package (bonus) + benefits.

WHAT YOU’LL DO

Executive Assistant to the Managing Director and light assistance to other members of the Executive Team alongside office management and running reception. Also support for coordinating events, arranging meetings and supporting senior visitors.

KEY RESPONSIBILITIES

Office Support

• Cover Reception, greeting visitors and receiving shipments
• Manage and coordinate reception cover as required
• Work closely with the Facilities Director to ensure day-to-day operations of the office are run efficiently.
• Organise printing of business cards as required.
• Own relationship with Corporate Traveller and other office vendors. Contact point for staff and Corporate Traveller on any queries, questions or issues.
• Obtain corporate rates with local hotels and restaurants.
• Organise ad hoc gifts during the year for individuals and at Christmas for the executive team.
• Ensure office supplies are regularly ordered and kept in stock

Administrative

• Organising events, dinners, meetings onsite and offsite. Finding suitable venues, liaise with venues to ensure best venue and facilities are available for our requirements. Ensure costs are reasonable. Liaise with venues to ensure suitable menus and all dietary requirements are met. Source and arrange providers as necessary when meetings are onsite.
• Liaise with Procurement to source new suppliers as necessary.
• Specific project involvement, as and when required.
• Ensure any invoices received for various projects / events etc are correct before being sent for payment and authorisation.
• Assist with social club activities, events and tasks

Secretarial

• Diary management, arrange meetings, travel and expense claims as required for the Managing Director.
• Organise 1:1 meetings and support any visitors to the Vancouver office.
• Arrange for e-cards to be sent to all executive team for their birthdays. Set up card and circulate to team prior to birthday. Liaise with relevant team for any big birthdays.
• Liaise with other EA’s / teams across the regions where necessary to schedule meetings.