Choose your country site

Executive Assistant & Office Manager – Toronto

Permanent | Toronto
Home > Executive Assistant & Office Manager – Toronto

Ayming’s Toronto office is looking for a pro-active and highly motivated Executive Assistant & Office Manager who will report directly to the Managing Director & President.

About your role:

Executive Assistant Responsibilities:

  • Manage, schedule and modify meetings or calls by priority and availability of Managing Director.
  • Proactively anticipate needs and take measures to help organize and accelerate deliverables.
  • Take notes during meetings and send out detailed summaries to attendees following calls or meetings.
  • Ensure the Managing Director’s expenses have been submitted monthly by taking the lead on collecting and/or asking for receipts, entering expenses into database, and preparing reports for submission.
  • Ensure invoices have been sent to accounting department for any charges made on corporate VISA.
  • Proactively send out monthly report cards to sales team by running reports in CRM and populating template.
  • Manage all travel arrangements for Managing Director and/or other team members such as booking flights, hotels and car rentals as needed.
  • Organize emails, calendar invites, appointments, and action items on behalf of Managing Director and arrange according to priority.
  • Take calls for the Managing Director and report all relevant information.
  • Organize agendas and presentations for leadership meetings, business reviews, and other internal or external meetings.
  • Organize, schedule, and manage logistics for team events, lunches, or dinners company wide.
  • Assist team and Managing Director with sales PowerPoint presentations.
  • Manage and organize all the Managing Director’s activities.
  • Constantly demonstrate a proactive approach towards work responsibilities.
  • Always operate with utmost sense of discretion and professionalism ensuring sensitive information remains confidential.

Office Manager Responsibilities

  • Over see office supply & grocery inventory and proactively order more supplies as needed.
  • Photocopying, mailing, shipping, or printing for sales / delivery teams as required.
  • Act as main point of contact for all office related vendors, building management, office maintenance, telecom, shipments, or deliveries.
  • Place service calls and manage logistics for any office related repairs or needs.
  • Correspond with I.T., HR, and building maintenance to facilitate smooth onboarding for new employees.
  • Assist HR and Marketing as required for corporate events, contests, or conferences.
  • Send out annual holiday gift baskets to clients.
  • Manage corporate gift card account, and disperse funds to team as required.
  • Ensure kitchen, boardroom, and common office areas are kept neat and tidy, organizing any clutter.
  • Ensure dishwasher is turned on / emptied each day.

What you bring to the table:

  • Minimum 5 years of administrative experience in a professional and fast paced firm/ office.
  • Must have experience supporting high-level senior executives.
  • Demonstrated aptitude to prioritize tasks based on comparative importance and urgency.
  • Outstanding communication skills both written and verbal.
  • Ability to work with minimal supervision and direction.
  • MUST have excellent knowledge of Microsoft Office especially PowerPoint, Excel and Word.
  • Able to manage multiple deadlines and tasks simultaneously.
  • Outstanding organizational skills.
  • Ability to work with and manage confidential information.
  • Take the lead attitude, thinks ahead by proactively anticipating future needs and works independently
  • Bilingualism in English and French not mandatory, but a strong asset.
  • Experience with Salesforce a strong asset.

Why work at Ayming?

  • We’re a Great Place to Work! – Ayming Canada is proud to announce that we have been certified as a Great Place to Work® after a thorough, independent analysis conducted by Great Place to Work Institute® Canada. This certification is based on direct feedback from employees, provided as part of an extensive and anonymous survey about their workplace experience. 
  • Plan for your future and save for your retirement with our RRSP Matching & Contribution Plan.
  • Want to log in from the beach or your cottage? The choice is yours. With Ayming’s Work from Anywhere plan you can enjoy working from anywhere 4 weeks per year.
  • Highly competitive base salary, commissions, plus bonus.
  • Excellent benefits package including 100% of employee healthcare benefits are covered by the company.
  • Very flexible hybrid work model with a blend of in-office and work from home every week – you choose your schedule.
  • You will be part of an international team with vast backgrounds and a globally established brand where you will be able to develop your career.
  • World class marketing and administration support to ensure you have what you need to succeed.
  • We offer personal days, half-day Friday’s all summer, and statutory holidays.
  • Career growth and progression, within a dynamic, growing organization.
  • Autonomy, balanced with a solid level of support and collaboration.

Do you feel that you’re a great fit for the Ayming team? Submit your Resume/CV today!

Data Privacy Notice

Ayming Canada Inc.