Administrative Assistant & Office Support

This position provides administrative support to divisional leaders and general support across multiple functions so that office operations run smoothly. The role coordinates internal and external meetings and events, manages relationships with vendors and stakeholders that support the facility, and handles front desk operations. It works closely with office staff, building property management, security, contractors, IT, HR, Marketing, and senior leaders.

• Act as liaison between office staff, building property management, security and contractors to maintain a safe, clean and comfortable working environment.
• Manage front desk reception, including greeting and registering visitors, issuing parking passes, and ensuring reception and conference rooms meet appearance standards.
• Manage showroom and conference room booking calendar and ensure rooms are adequately equipped.
• Serve as primary contact for parcel and mail carriers, arrange shipments/deliveries, and retrieve and distribute office mail and parcels.
• Coordinate with IT on general office equipment issues, repairs, and new employee set-up; liaise with Security for access changes/issues; and work with Marketing to update office branding as needed.
• Provide full administrative support to the Division President and Head of Sales, and ad-hoc support to other senior leaders, including daily calendar management, call/mail filtering, travel arrangements, and expense reports.
• Coordinate large group meetings, townhalls, customer visits, and other onsite events.
• Manage non-trade purchase orders and vendor set-up, reconcile and arrange payment for invoices, and maintain vendor relationships to procure office supplies.
• Coordinate with HR to support employee onboarding, onsite recruiting efforts, and morale events.
• Perform other responsibilities and duties as assigned.

• High School diploma required.
• 5+ years of experience in an administrative support or office coordinator role.
• Superior customer service mindset and a pleasant demeanour when engaging with visitors, VIPs, and executives.
• Excellent interpersonal skills and ability to work well with all individuals at all levels.
• Strong problem-solving skills and attention to detail.
• Effective communication and collaboration skills, with the ability to work effectively in a team environment.
• Excellent organisational skills and ability to multi-task consistently with high quality.
• Excellent English written and verbal communication skills, with a high level of professionalism.
• Ability to effectively and appropriately handle sensitive information with the utmost confidentiality.
• Ability to work well in a fast-paced, ever-changing environment with a keen sense of prioritisation.
• Proficiency in Microsoft Suite (Word, Excel, Outlook, PowerPoint) and Keynote.
• Ability to work extended hours and weekends as needed.

• Bachelor's degree is a plus.
• Experience in a startup environment is a plus.

• Onsite role.
• Normal office conditions with extensive phone and computer usage.
• Light physical effort equal to frequent lifting or moving of moderate materials (up to 50 pounds).
• Regularly required to sit or stand, bend and reach.

• Expected base pay range: $34.00 - $37.00 per hour.

• Additional benefits may include health & wellness, performance bonuses, product discounts, holidays, and paid time off, in accordance with company plans.