Office Manager/Executive Assistant

SkillsWave; Kitchener; Hybrid; CAD 45,000 - 75,000; Full time

Job summary

An innovative firm is seeking an Office Manager/Executive Assistant to enhance operations and support senior leaders. This hybrid role requires a proactive individual who excels at managing office functions, ensuring a productive environment, and providing exceptional administrative support. You will be the face of the organization, welcoming guests and new hires while managing essential office tasks. With opportunities for professional growth and a dynamic work atmosphere, this position is perfect for those who thrive in fast-paced settings and are passionate about contributing to a team's success.

Benefits

Competitive salary

Comprehensive benefits package

Opportunities for professional development

Supportive work environment

Qualifications

• Proven experience as an office administrator or executive assistant.
• High proficiency in Microsoft Office Suite and accounting software.

Responsibilities

• Manage daily office operations and provide top-notch experiences for guests.
• Support executive team with scheduling, travel, and meeting coordination.

Skills

Office Administration

Executive Support

Microsoft Office Suite

Accounting Software (e.g. QuickBooks)

Communication Skills

Time Management

Relationship Building

Confidentiality

Organizational Skills

Problem Solving

Job description

SkillsWave is on a mission to drive people and businesses forward—building tomorrow’s most valued skills, today. By providing quality learning opportunities that align with organizational needs, we’re helping organizations transform their workforce into a competitive advantage. Our upskilling platform and strategic education partnerships not only propel career and company growth, but also deliver measurable and meaningful ROI for learning. To learn more, visit SkillsWave.com.

Job Summary:

As an Office Manager/Executive Assistant at SkillsWave you will be the face of the company and the first point of contact for guests and employees. You are highly organized and proactive and thrive on running a smooth operation by taking care of everything behind the scenes including assisting in essential Accounts Payable functions.

In addition, your excellent organizational skills allow you to shine while providing first class administrative support to senior leaders.

This is a hybrid role that will require the successful candidate to work on-site at least 3 days a week from our Head office located within the Kitchener-Waterloo region. The current office location for SkillsWave is an office space within Catalyst Commons (137 Glasgow Street) but this location may change at any time based on company growth. This is an individual contributor role with no direct reports.

How will I make an impact:

Office Management

• Managing the daily office operations, ensuring a productive and efficient work environment including managing office supplies, equipment and vendor relationships, administering and revising building access setup and removal, arranging for shipping/receiving, and managing emails.
• Acting as first point of contact for guests and employees and providing them with a memorable and top-notch experience.
• Welcoming new hires (in-person or remotely) and help organize orientation materials and remote equipment delivery as necessary.
• Helping with coordinating meetings including scheduling, agenda, general communication and booking onsite or remote office resources (meeting rooms, presentation equipment, supplies, etc.).
• For as long as applicable, coordinate other access requests to co-working space for employees.
• Reviewing and verifying invoices against leader-approved purchase orders for accuracy, ensuring they comply with company policies and procedures.
• Entering invoices into the accounting system and ensure proper coding to appropriate accounts.
• Maintaining positive relationships with vendors and address any inquiries or discrepancies promptly.
• Meet necessary processing deadlines for intake and processing of payments and credits, including month-end, fiscal year-end processing dates.
• Participate in scheduled and on-demand audits as required.

Executive Support

• Supporting the President and potentially other members of the executive team through maintaining calendars, scheduling meetings, booking travel and other reservations and processing expenses.
• Coordinating the logistical aspects of executive team programs, such as meetings, seminars, workshops, special projects, and events.
• Ensuring all needed materials and equipment are available for executive meetings, trips and presentations.
• Handling confidential information with discretion and professionalism.

What you'll bring to the role:

• Enthusiasm and an entrepreneurial spirit.
• Proven experience as an office administrator, executive assistant or similar role.
• High energy and great at building relationships and treating people with respect and courtesy.
• Relentless focus on awesome stakeholders’ experience.
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.
• Professional demeanor and ability to maintain confidentiality.
• High level of integrity and discretion.
• Strong organization, attention to detail, time management and multitasking skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Experience with Accounting Software (e.g. QuickBooks) is an asset.
• Excellent written and verbal communication skills and the ability to collaborate and use influence cross-functionally.
• Must have a reliable vehicle, and a valid Ontario driver’s license (minimum G2).
• Must be in sufficient physical condition to lift 25 kg.

What We Offer:

• Competitive salary and comprehensive benefits package.
• Opportunities for professional development and career growth.
• A supportive and dynamic work environment.

NOTE: Preference will be given to applicants that already reside within 30 minute drive of the KW region office location.