Executive Assistant Office Manager

Diagram; Montreal; Hybrid; CAD 45,000 - 65,000; Full time

Job summary

A leading company is seeking an organized and proactive Office Manager & Executive Assistant to support the CEO and manage daily office operations. This hybrid role requires strong organizational and communication skills to enhance team culture and facilitate effective operational flow. The ideal candidate is bilingual with a solid background in administration or executive support.

Benefits

Generous health benefits

4 weeks of vacation

Stock option plan

Summer hours

Qualifications

• 2-3 years of administrative or executive assistant experience preferred.
• Bilingual English and French required.
• Strong interpersonal and organizational skills essential.

Responsibilities

• Manage daily office operations and coordinate events.
• Provide calendar and travel management for the CEO.
• Prepare correspondence and ensure smooth communication.

Skills

Organizational Skills

Communication

Problem-Solving

Relationship Building

Detail Orientation

Tools

Excel

Google Workspace

Job description

We’re looking for a highly organized and proactive Office Manager & Executive Assistant to support our CEO and keep our office running smoothly. This hybrid role combines office management, event coordination, and executive support—all in one fast-paced, dynamic environment.

As part of our People & Culture team, you’ll be the heartbeat of the office and a pillar of our organizational culture, shaping the day-to-day vibe of the office and championing the social glue that keeps our team connected. Whether it’s planning unforgettable team events, creating a warm and welcoming office environment, or helping the CEO stay ten steps ahead, you’ll play a central role in making our company an amazing place to work.

Office Management & Events Planning

• Oversee the smooth daily operations of our office space, ensuring a clean, organized, and fully stocked environment
• Welcome guests and candidates at the reception, creating a warm and professional first impression of Novisto
• Coordinate bi-monthly office lunches
• Help organizing corporate events that build team spirit and company culture, from logistical planning to execution
  • Source venues, negotiate with vendors, and manage event budgets to deliver memorable and enjoyable experiences
• Liaise with vendors, suppliers, and building management to handle maintenance, deliveries, and improvements
• Manage office budgets and expenses related to supplies and services
• Prepare internal communications when needed
• Coordinate travel arrangements by working with hotels and airlines to ensure an efficient and cost-sensitive process, including marketing requests.
• Receive and sort mail and packages and help coordinate marketing send out requests for specific campaigns
• Pitch in wherever needed to support the team—whether it’s helping with an office task or jumping in to make a social event run seamlessly.

Executive Support

• Provide calendar management support to the CEO, ensuring meetings are efficiently scheduled, conflicts are minimized, and priorities are maintained
• Ensure the CEO is prepped and on time for all meetings and events, with all materials ready and any necessary context provided
• Prepare eloquent correspondence for the CEO with internal and external stakeholders
• Coordinate travel arrangements (flights, hotels, itineraries), both domestic and international, including last-minute changes

Job Requirements

• 2-3 years minimum of administrative, events or executive assistant experience - ideally in a fast-paced, high-growth environment
• Solid knowledge of Excel and Google Workspace
• Empathetic, authentic, social individual who is passionate about working with diverse people;
• Natural ability to build relationships;
• Adaptable, resourceful, and able to pivot quickly in response to changing priorities;
• Strong problem-solving skills;
• Excellent verbal and communication skills (Bilingualism French and English is a must);
• Superior work ethic and able to work independently and efficiently with cross-functional teams;
• Exceptional attention to detail and organizational skills.

What we offer

• Join an early stage, well-financed company;
• Advance Novisto’s purpose of contributing to the sustainability of the economy, environment, and society by empowering companies to make better decisions and disclosures through our ESG data management software;
• Generous health benefits (100% Insurance coverage & access to Dialogue's telemedicine app)
• 4 weeks of vacation
• Stock option plan
• Summer hours
• Work from our beautiful office, in Old Montreal, close to downtown and steps away from a metro (subway) station