Office & Executive Operations Manager (On site, Toronto)

at  FreshBooks

ABOUT FRESHBOOKS

FreshBooks is a leading cloud-based SaaS accounting software platform built for small business owners and consistently ranks #1 easiest to use. With an emphasis on keeping things simple and stress-free wherever possible, FreshBooks makes the hard parts of running a business a little bit easier. With Freshbooks, our customers can get paid faster and spend less time on admin and paperwork, so they can focus on what they do best — growing their businesses.
At FreshBooks, we believe in human-centric connections that empower teams to do their best work. Headquartered in Toronto, Canada, our team operates in clusters across North America and Europe using a variety of working environments - remote, hybrid, and in-office - all based on what’s best for the team, collaboration, and mental wellbeing. We are committed to creating a supportive and flexible workplace where everyone can thrive, grow and make an impact on small business owners and accountants.

WHAT YOU’LL DO AS THE OFFICE & EXECUTIVE OPERATIONS MANAGER

• Office Management (roughly 70% of your time)
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• Create a welcoming environment as the “Welcome to FreshBooks” committee, greeting visitors, overseeing reception, and managing all front-of-house activities to maintain a warm and professional atmosphere.

• Handle office logistics, including facilities maintenance, supply management, and coordinating with vendors to ensure smooth daily operations and a well-stocked, organized office that inspires FreshBookers’ creativity.
• Assist with budget planning and monitor expenses, selecting and maintaining vendor relationships to ensure cost-effective, high-quality services.
• Lead compliance with health, safety, and security standards, participating in safety committees and addressing any facility-related issues promptly.Support in-office events in collaboration with cross-functional teams to deliver high-quality experiences that align with FreshBooks’ culture and values and create memorable celebratory moments for our team.
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• Executive Assistance (roughly 30% of your time)

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• Manage the executive’s calendar and coordinate meetings, ensuring efficient use of their time.

• Oversee travel arrangements and handle expense reporting to support seamless executive operations.
• Act as the executive’s main point of contact for internal and external stakeholders, supporting communication and follow-up on key initiatives.

WHAT YOU’LL BRING TO THE ROLE

• Experience and Skills
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• 3+ years in office/facilities management or events management with corporate experience, preferably with executive support responsibilities.

• Strong customer service orientation and collaboration skills.
• Excellent written and verbal communication, with an ability to interact across all levels.
• Exceptional organizational skills with a talent for managing multiple tasks and priorities.
• Proven ability to identify and implement process improvements.
• High level of integrity, with the ability to handle confidential information responsibly.Experience with front-of-house functions, travel, and expense management.
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• Technical Skills

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• Proficiency with MS Office Suite and GSuite.

• Experience with BambooHR (preferred) or other HRIS systems.
• Familiarity with calendar management and scheduling tools.