Executive Assistant Office Manager

Executive Assistant Office Manager

Requirements

• 2-3 years minimum of administrative, events or executive assistant experience – ideally in a fast-paced, high-growth 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 problem-solving skills;
• Excellent verbal and communication skills (Bilingualism French and English is a must);
• Superior work ethic and able to work independently and efficiently with cross-functional teams;
• Exceptional attention to detail and organizational skills.

Responsibilities

• 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 bi-monthly office lunches
• Help organizing corporate events that build team spirit and company culture, from logistical planning to execution
• 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 cost-sensitive 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 team—whether it’s helping with an office task or jumping in to make a social event run seamlessly.
• 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 last-minute changes.

Preferred Qualifications

No preferred qualifications provided.