Executive Assistant & Office Manager - Jobs in Edmonton

Job Description

Job DescriptionEXECUTIVE ASSISTANT SUPPORTResponsibilities:

• Primary responsibility for supporting a busy VPamp; District Manager and his leadership team, as directed, to ensure that district goals and objectives are accomplished and operations run efficiently.
• Proactive calendar management, including the coordination of appointments and events.
• Scheduling on- and off-site meetings, videoconferences and conference calls.Responsible for all of the associated logistics in connection with those meetings.
• Coordination of leadership team meetings on a regular basis.Attend meetings to take minutes, create action item lists and follow up on all action items in a timely manner.
• Coordinate and prepare initial drafts of quarterly board reports for review by the VPamp; District Manager.Review all reports for completeness and accuracy.
• Coordinate Edmonton district programs and events, such as district staff meetings, seminars, workshops, special projects and events (for both office and field staff).Assist with annual charity fundraising campaigns.
• Make travel arrangements.
• Manage phone calls and emails on behalf of the VPamp; District Manager.
• Ensure the timely completion of expense reports and reconciliation of corporate card expenses.
• Respond promptly to information requests.
• Facilitate internal communications on behalf of the VPamp; District Manager.

OFFICE MANAGEMENT SUPPORTResponsibilities:

• Responsible for the overall management of the Edmonton office, including overseeing all office management systems (processes, building/office maintenance, supplies, etc.).
• Establishing and fostering a positive culture within the office.
• Comfortable trouble shooting problems and suggesting more efficient ways to run the office.
• Develop and oversee a facility work plan outlining tasks, individuals and vendors responsible, and intervals for completion for the office building maintenance work for both planned and emergency situations.
• Manage the budget for office and facilities management for the Edmonton office.
• Assist in the management of building security, such as the assignment of keys and alarm codes for approved personnel.
• Manage utility, lawn care, snow removal, janitorial, cleaning, repair and maintenance service-provider contracts and service-level agreements.With the support of the VPamp; District Manager and/or CFO, negotiate contracts and service-level agreements for third-party suppliers and/or service providers.
• Ensure office facilities comply with building and safety laws and regulations.
• Coordinate office arrangements for Edmonton employees, assigning desks and other physical assets as necessary.
• Direct management of reception, including arrangement of back-up in the receptionists’ absence.May be a requirement for this position to periodically cover reception in the event of an unplanned absence by the receptionist.
• Provide coaching and performance management of reception staff including conducting performance reviews.
• Provide orientation to new staff in terms of district and office operations.
• Perform other duties that may be assigned as necessary.