Executive Assistant and Office Manager

Description

Responsibilities:

• Manage all administrative duties for the senior executive leadership team and Board of Directors; coordinate support for other executive team members as required.
• Maintain calendars for senior executive leaders, proactively managing priorities, deadlines, and shifting demands.
• Handle sensitive and confidential information with a high degree of professionalism and discretion.
• Support the tracking and management of office-related budgets and expenses.
• Coordinate and oversee travel arrangements, accommodations, and itineraries for the executive team and Board.
• Reconcile expense claims and corporate credit cards for senior executive leaders on a monthly basis.
• Organize and schedule Board meetings; compile, upload, and distribute materials within one week of each meeting.
• Administer all Board-related activities, materials, and meeting requirements.
• Provide leadership and direction to the Receptionist, ensuring responsibilities are completed in a timely and professional manner, and provide coverage during absences.
• Ensure efficient office operations by managing equipment, coordinating repairs and service contracts, maintaining floor plans, and overseeing safety procedure.
• Distribute mail and correspondence to the executive team as required.
• Maintain filing systems, oversee records management and disposal, and implement improvements as needed
• Schedule and coordinate internal and external meetings (in-person and virtual) and conferences.
• Ensure timely distribution of information and documents to clients and STEP professionals.
• Collaborate with the Marketing and Communications team to support corporate event planning
• Prepare reports and presentations to support special projects and initiatives
• Support the execution of the Emergency Response Plan (ERP), including participation in safety drills and related
• Perform other duties as required to support the team and business.

Required Skills

Qualifications:

• Minimum 5 years’ experience in a similar administrative position
• Proficient in MS Office suite and Diligent Boards to manage day-to-day operations involving spreadsheets, presentations, record keeping and daily communications
• Proven ability to work in a fast-paced environment along with excellent interpersonal communication skills (both written and verbal).
• Proven ability to perform confidently, accurately, professionally, and thoroughly in a fast-paced, detail-orientated environment
• Excellent ability to organize daily tasks and work within timelines to meet requirements
• Highly motivated, able to complete tasks with limited supervision, proven reliability
• Experience in event planning or project management an asset