Office Administrator/Coordinator

Creyos; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading HealthTech company in Toronto is seeking a proactive Office Coordinator to support their executive team. This hybrid position involves managing scheduling, travel, and office administration while ensuring smooth operations. Ideal candidates are organized, detail-oriented, and thrive in a fast-paced environment.

Qualifications

• Proven experience as an Administrative Assistant or similar role.
• Very strong organizational and time management skills.
• Excellent written and verbal communication abilities.

Responsibilities

• Manage scheduling, travel arrangements, and office administration.
• Coordinate meetings and ensure all details are communicated.
• Oversee daily office operations and maintain workspace organization.

Skills

Organizational Skills

Time Management

Communication

Proactive Attitude

Attention to Detail

Tools

Microsoft Office Suite

Google Suite

Dropbox

Job description

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Who we are: Creyos (formerly Cambridge Brain Sciences) is a leading growth-stage B2B SaaS HealthTech company. Our proprietary brain health tools, including digital cognitive assessments and mental health questionnaires, are used by healthcare practitioners treating mental health conditions, brain injuries, aging, and other patient populations throughout the world, as well as by leading researchers. To learn more about our organization, please visit www.creyos.com.

Who we are: Creyos (formerly Cambridge Brain Sciences) is a leading growth-stage B2B SaaS HealthTech company. Our proprietary brain health tools, including digital cognitive assessments and mental health questionnaires, are used by healthcare practitioners treating mental health conditions, brain injuries, aging, and other patient populations throughout the world, as well as by leading researchers. To learn more about our organization, please visit www.creyos.com.

You will be part of a team that includes not just your typical SaaS business functions (Sales, Marketing, Customer Success), but also engineers, scientists, business leaders, and even a world-renowned neuroscientist. We are proud to say that you will be surrounded by some of the smartest, enthusiastic, hard working and dedicated people that you'll ever meet (at least, that we've ever met!).

Who we are looking for: At Creyos, we understand that solving big challenges demands unwavering resilience and determination. We don't stop until we achieve our goals. People who thrive at Creyos are driven, curious, hardworking, and enthusiastic about scaling a company—along with having a good sense of humor. If this resonates with you, we'd love to hear from you!

We are seeking a proactive and detail-oriented Administrator to support our executive team, primarily in managing scheduling, travel arrangements, and office administration. The ideal candidate will be organized, resourceful, and capable of handling various tasks efficiently while ensuring smooth operations.

This is a hybrid position based in Toronto, ON. The successful candidate lives in Toronto and will commute to our downtown Toronto office regularly.

What you will be doing: As an Office Coordinator you'll report to the VP of People & Culture and your responsibilities will include:

1. Meeting Coordination:
   • Plan and schedule meetings, balancing priorities and availability
   • Ensure all meeting details are accurately recorded and communicated
   • Proactively resolve scheduling conflicts and make adjustments as needed
   • Send meeting invites, prepare agendas, and provide necessary materials in advance
   • Coordinate with internal and external stakeholders to arrange meetings and events
   • Maintain discretion and confidentiality while handling sensitive scheduling matters
2. Email Management:
   • Handle incoming emails and provide standard replies as necessary, ensuring timely responses
   • Help prioritize and manage the flow of emails to avoid important messages getting lost.
3. Travel Arrangements:
   • Make travel arrangements, including organizing flights and accommodations, for the executive team
   • Assist with travel-related documentation and expense reports
4. IT & Equipment Administration:
   • Maintain an up-to-date inventory of office equipment (computers, monitors, accessories, etc.)
   • Coordinate ordering and distribution of equipment for new hires
   • Send and track equipment agreement documents to ensure compliance
   • Manage onboarding and offboarding lists to keep records accurate and up to date
   • Support access management by setting up and deactivating employee accounts in email and other systems
   • Assist team members with basic tech questions related to Google Suite and other company tools
   • Provide basic troubleshooting support for common technical issues
5. General Office Administration:
   • Oversee daily office operations and ensure a well organized workspace
   • Coordinate office maintenance, repairs, and vendor relationships
   • Perform various office admin tasks, including stocking the kitchen, unloading the dishwasher, and resetting meeting rooms.
   • Manage inventory of office supplies, including ordering stationery.
   • Coordinate weekly lunch orders
   • Assist in planning and organizing social events

The skills and experience you must have:

• Proven experience as an Administrative Assistant, Administrator, Office Manager, Office Coordinator, Executive Assistant or similar role
• Very strong organizational and time management skills
• Excellent written and verbal communication abilities
• Very strong proficiency in Microsoft Office Suite, Google Suite, and familiarity with digital tools like Dropbox
• Comfortable working with both Mac and PC systems, including basic troubleshooting and setup
• Ability to multitask and work efficiently in a fast-paced environment
• Proactive attitude with a keen attention to detail

Seniority level

• Associate

Employment type

• Full-time

Job function

• Human Resources

Industries

• IT Services and IT Consulting

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