Administrative Assistant / Office Manager

About the position

We are seeking an energetic & enthusiastic candidate to join our dynamic team to play an integral role in the growth & success of our business. This is an opportunity to collaborate closely with the CEO, Business Manager and work alongside exceptional leadership team who are at the top of their profession, encourage one another in a team environment, and are rewarded for being both smart and kind. In addition to core administrative and office manager duties, you will also have an opportunity to have a direct impact on the growth of the business, as you help us improve our business processes and contribute to our business development efforts. You will learn a lot from us - and hopefully teach us a thing or two as well!

Responsibilities

• Office management including office space organization & administration, ordering supplies, managing vendor relationships, ensure the functioning of office services.
• Provide organizational & administrative support for CEO/Founder of firm such as scheduling, calendar management, client meetings, travel arrangements, etc.
• Event planning and coordination with management team for internal company events, client events as well as sales & marketing conferences.
• Global team travel arrangements & coordination as required.
• HR Administration, including coordination of recruiting & onboarding processes, management of new employee setup, annual benefits enrolment, etc.
• Real Estate & building management, including communication with internal & external stakeholders, creative solutions for office space needs and exploring options.
• Identify ways to improve office efficiency, cost management and/or introduce new tools in conjunction to working closely with India to streamline processes.
• Maintain effective communication channels within the organization by drafting and distributing internal memos, newsletters and other communication.
• Effectively manage conflicting priorities. This involves organizing workflow, and teaming up with colleagues to accomplish tasks and balance workloads.
• Handle/protect sensitive and highly confidential information.

Requirements

• 2-5 years of experience in a fast-paced environment, ideally a start-up.
• Bachelor's degree.
• Experience supporting senior executives.
• Tech savvy with tools (Microsoft Office Suite outlook, PowerPoint, excel, etc.)

Nice-to-haves

• Highly organized and very focused on the attention to detail.
• A passion for the role, the business and running things efficiently.
• Excellent judgment, emotional intelligence and an ingrained sense of urgency and priority.
• An even-keeled professional, confident personality; stable and consistent in all work but with the ability to ramp up to crisis mode when called for.
• Friendly attitude with the ability to fit into a strong teamwork-oriented organization.
• Strong problem-solving capabilities, the ability to anticipate upcoming challenges and present multiple scenarios and solutions.
• An outstanding work ethic, with exceptional multi-tasking and organizational skills paired with a can-do attitude.
• Strong writing, editing/proofing, research and verbal communications skills.
• An ability to learn quickly; picking up the pace and delivering projects on time with minimal supervision and errors.
• A strong sense of accountability and ownership, with a willingness to learn and lead others; highly resourceful.
• Flexibility, motivation and team-orientation.
• The highest levels of integrity, discretion and kindness.
• A pleasant and highly professional interpersonal and phone manner.