Executive Assistant / Office Manager

Job Description:

We are seeking a proactive and capable Office Manager & Executive Assistant to join the SpryPoint team on a temporary basis for approximately 8-12 weeks. This is a contract role covering a leave period, with an immediate start date.

The ideal candidate will thrive in a fast-paced environment where agility, adaptability, and quick decision-making are essential. As Office Manager & Executive Assistant, you will play a pivotal role in ensuring the smooth day-to-day operation of our office while providing high-level support to our executive team. This multifaceted position requires a blend of administrative expertise, strong organizational skills, and interpersonal finesse to manage a diverse range of responsibilities with confidence and professionalism.

From coordinating office logistics to facilitating executive communication, you will serve as a key point of contact and operational anchor for the organization. You will also help create a welcoming environment for all visitors and act as a champion for SpryPoint’s culture throughout your time with us.

Reporting to the CEO, you will collaborate closely with the Executive & Leadership team. This position requires 5 days per week in our downtown Charlottetown office (45 Queen St, Suite 401, Charlottetown, PEI) so candidates must be based in PEI and be able to commute to the office daily.

Key Responsibilities:

Office Management 

• Oversee day-to-day office operations, including supply inventory, maintenance, and vendor relations
• Coordinate office events, such as meetings, lunches, and quarterly social gatherings to foster team cohesion
• Check, scan, and store mail securely on a daily basis

Executive Assistance 

• Schedule meetings for the CEO and other executives as requested
• Communicate with key stakeholders on behalf of the CEO
• Book meetings, hotel reservations, restaurant reservations in both Canada and the USA when requested

Administrative Support

• Manage calendars, appointments, and travel arrangements for executives
• Maintain organized filing systems, both physical and digital, ensuring easy retrieval of documents
• Handle correspondence, emails, prioritizing and responding as necessary
• Assist the finance team with weekly cheque deposits
• Travel letters

Qualifications and Competencies:

• Proven experience in at least one of the following areas: administrative support, office management, or executive assistance
• Bachelor’s Degree or College Diploma would be considered an asset but not required
• Proficiency in office software, including Google Suite, Apple Products, Microsoft Office Suite, and calendar management tools
• Experience in event planning and successful execution of events
  Proactive mindset – anticipate and address potential issues before they become problems
• Strong problem-solving skills and ability to think critically
• Demonstrated ability to take initiative and work independently
• Exceptional organization abilities with a keen eye for detail and accuracy
• Strong communication skills, both written and verbal, with a professional demeanour
• Ability to multitask, prioritize tasks, and adapt to changing priorities
• Discretion and integrity in handling confidential information and sensitive matters
• Resourcefulness and initiative to proactively address challenges and streamline processes

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