Office Manager

Description:

As part of our ongoing growth s2e Technologies Inc is recruiting for the newly created permanent full-time role of an Office Manager, Executive Operations. This role will support Executive strategic initiatives, and contribute to the overall success of the organization by optimizing the operational efficiency of the executive office. This includes providing communication and administrative support to senior Executives. 

Responsibilities

The successful candidate will have responsibilities that include, but are not limited to:
Office Management:
Assist in developing and implementing the strategic vision for the executive office in alignment with the organization's goals and objectives.
Oversee the day-to-day operations of the executive office, ensuring it runs smoothly and efficiently.
Manage administrative staff, including administrative assistants, receptionists, and clerical personnel.
Administrative Management:
Oversee the day-to-day operations of the executive office, ensuring efficiency and effectiveness.
Coordinate and prioritize conflicting commitments and ensure the executive's time is used effectively.
Executive Support:
Provide high-level support to the executive, including managing their schedule, handling correspondence, and preparing reports and presentations, including, attending meeting with or on behalf executive members.
Communication:
Act as a primary point of contact or liaison between the executive and various stakeholders, both internal and external.
Ensure clear and effective communication within the office and across departments.
Draft and review correspondence, emails, and reports on behalf of the executive.
Distribute communications and announcements as necessary.
Information and Document Management:
Oversee the organization and maintenance of records, documents, and information in both physical and digital formats.
Ensure the security and confidentiality of sensitive data.
Project Management:
Assist in planning, coordinating, and monitoring special projects or initiatives within the executive office.
Track project deadlines, milestones, and budgets.
Assist in the review, implementation and operation of project management tools and reporting.
Interact with project managers/leads on behalf of the executive team.
Event Planning and Execution:
Plan and coordinate events, meetings, conferences, and seminars hosted or attended by the executive.
Schedule, coordinate, and prepare materials and audiovisual equipment or technology for meetings.
Record meeting minutes and follow up on action items.
Budget and Expense Management:
Lead and oversee special projects, initiatives, and programs within the executive office.
Monitor project progress, budgets, and timelines.
Policy and Procedure Implementation:
Ensure that office policies and procedures are followed and updated as necessary.
Implement best practices to enhance office and company efficiency.
Technology and Equipment Management:
Oversee the selection, implementation, maintenance and procurement of office equipment, software, and technology.
Troubleshoot technical issues and coordinate IT support when necessary.
Staff Development:
Provide leadership and guidance to administrative staff.
Train and onboard new team members as needed.
Strategic Support:
Assist the executive in strategic planning and decision-making.
Conduct research and prepare reports to support decision-making processes.
Prepare regular reports and presentations for the executive, providing insights and data-driven recommendations.
Risk Management:
Identify and mitigate potential risks and issues that could affect the executive office's operations.
Crisis Management and Problem-Solving:
Respond to emergencies or critical situations that may arise within the executive office.
Develop and implement contingency plans.
Vendor and Supplier Management:
Liaise with vendors and suppliers, negotiate contracts, and ensure timely delivery of goods and services.
Compliance and Ethics:
Ensure that the executive office complies with relevant laws, regulations, and ethical standards.
Promote a culture of integrity and professionalism.
Continuous Improvement:
Identify opportunities for process improvements and operational efficiencies.
-Stay current with industry best practices and technological advancements.
Ad Hoc Tasks:
Handle special projects or tasks as assigned by the executive or department head.

Qualifications

·      Success supporting senior leaders in a fast-paced organization.
·      Experience with committees and board meeting preparation.
·      Experience supporting board of directors and understanding of corporate governance.
·      3+ years experience as an Office Manager or Executive Assistant, with strong Project management skills.
·      Strong interpersonal skills coupled with the ability to develop and foster relationships.
·      Very strong Communication skills including verbal, written, and presentation skills required
·      Strong MS Office and Adobe skills.
·      Proven ability to handle with confidence and discretion highly sensitive and confidential matters
·      Demonstrated experience managing executive-level schedules, using sound judgement to ensure effective use of resources.
·      Experience in agenda planning, calendar maintenance and minute recording.
·      Strong interpersonal and organizational skills with the ability to take initiative.
·      Proven aptitude for attention to detail and ability to manage multiple demands in a fast-paced work environment.
·      Commitment to support all Health & Safety requirements.
·      Able to work remotely and from the Company’s office in St. Jacobs, ON