Job Description

Overview:

Under the direction of the General Manager, the Executive Assistant / Office Administrator is responsible for ensuring that everything related to the proper functioning of the office is handled on a day-to-day basis.

Tasks & Responsibilities

- Act as the gatekeeper for the office and to the General Manager: redirect calls, email phone messages to appropriate person;

- Arrange corporate travel and meetings by developing itineraries and booking other forms of transportation.

- Ordering catering for lunch and preparing coffee/tea for business meetings.

- Manage General Manager’s calendar and expenses

- Meet and greet at reception; maintain appearance and order in the entire office ensuring organization especially in the public areas;

- Schedule messenger pick-ups and drop offs;

- Boardroom scheduling;

- Organize pick up and deliveries from NJ Warehouse;

- Front Desk & Freight elevator contact person; Prepare and sign building passes for messengers;

- FedEx/DHL/UPS delivery: shipping labels and order products, follow up with deliveries;

- Place orders: Fresh Direct (snacks & beverages), Staples and Health waters;

- Xerox: orders and service calls; maintain copier with regards to paper and maintain copy room area for neatness and efficiency.

- Espresso Coffee Machine: orders and service calls; and cleans machine as needed.

- Water filtration system: handle maintenance and service calls;

- Building Manager contact person: heating, keys, ID cards, repairs;

- Prepare weekly interoffice Fed EX package to Montreal;

- Collect and disseminate all mail, packages,

- Enter SAP orders;

- Supervise Housekeeping for the office premises; coverage and detailing;

- Supervise and coordinate the company Drivers when needed;

- Prepare monthly corporate office expenses in Certify;

- Follow company policies in regards to OSHA;

Skills & Abilities

- College degree;

- 2 yrs. Experience in a similar role;

- Knowledge of accounting, data and administrative management practices and procedures; able to print out spread sheets;

- Knowledge in SAP an asset;

- Proficient in MS Office Suite (Word, Excel, PowerPoint).

Characteristics

- Organized;

- Attention to detail;

- Takes initiative; excellent follow up.

- Ability to multi-task;

- Able to work in a team or individually.

Extra Bonus Points if You…

- Thrive on collaboration and contribute positive, solution-oriented energy to the team

- Bring high energy, self-motivation, and poise to fast-paced, results-driven environments

- Embrace curiosity and challenge conventional thinking to uncover new possibilities

- Excel at juggling multiple priorities without losing sight of the details

- Enjoy teamwork and take direction with a can-do attitude

- Have a sparkle-loving, taco-craving, Rosé-sipping, knock-knock-joke-appreciating vibe

- Have a great sense of humor and don’t mind laughing at yourself (or bad puns)

- Jump in feet first and don’t wait to be told where to start

- Bonus points if you’ve got a fabulous head of hair—or at least an appreciation for great hair days

Equal Opportunity Statement

This employer is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other protected status under federal, state, or local law.

We are committed to fostering an inclusive workplace where all individuals feel respected, valued, and empowered.

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