Office Manager/ Executive Assistant

Title:   Office Manager/ Executive Assistant   Company:   SKYGRiD is an industry-leading construction and building services company. We serve clients in the industrial, commercial, institutional, and residential markets, by utilizing our collaborative team approach to fulfill their building’s purpose.   What you will be doing:   The Office Manager/ Executive Assistant shows motivational and leadership skills to SKYGRiD Construction. They will be the first point of contact with visitors and employees, providing a positive first impression. The Office Manager/ Executive Assistant will report directly to the VP of People, Culture and Administration but will provide confidential administration support to all management and employees company wide.   This posting is for an existing vacancy within our organization.   Managing and re-directing incoming calls to head office. Welcoming visitors to head office and addressing their reason for the visit. Creating, maintaining, and updating contact lists for all projects and head office. Receiving and distributing all incoming mail and packages. Arranging all couriers company wide. Managing boardroom bookings, ensuring the boardrooms are left tidy, offering refreshments to incoming meeting attendees, and ordering meals for meetings as required. Overseeing and supporting all administrative duties in the office and ensure that the office runs smoothly. Managing inventory of office supplies at head office and ordering office supplies company wide. Managing inventory of kitchen supplies at head office and ensuring kitchen is kept tidy. Alerting Landlord and liaising with Property Manager at head office of any issues, coordinate the repair/resolution, and ensure completion. Managing and coordinating all services and issues with the head office Cleaners. Managing and coordinating all services and issues with head office equipment (printers, coffee machine, water machine, etc.) Managing and coordinating all requirements and requests for head office furniture and equipment. Coordinating with the IT Department on any phone, internet, or security related issues as required. Coordinating the purchase and delivery of gifts/flowers for employees and clients, as required. Assisting with planning and coordinating company events and social gatherings (Town halls, lunch and learns, Holiday party, sporting events, etc.). Managing VP’s calendars and scheduling all appointments. Prioritizing appointments and coordinating with internal executives and outside partners as necessary. Interfacing with various levels of management and executive visitors. Performing a wide variety of executive secretarial and administrative duties as required by daily operations. Chairing the Wellness Committee. Recognizing and effectively handling highly confidential, proprietary information on a routing basis. Managing the [email protected] mailbox. Enforcing Office Etiquette Policy and ensuring Hoteling Policies are adhered to. Addressing any issues with employees until resolved. Ensuring health and safety of the office environment by participating in Safety Committee meetings and informing employers and workers of workplace hazards. Ensure control measures are in place to protect employees against these hazards. Assisting with creating a safe work environment throughout the jobsite and adhering to the safety and record keeping requirements. Participating in toolbox meetings, safety meetings and safety training Performing other ad-hoc duties, as required.   What you will bring:   Minimum 2-3 years of office administrative experience. Extremely organized and detail oriented. Excellent written and verbal communication skills. Prior knowledge of procedures and best practices is an asset. Ability to multi- task with strong time management skills Demonstrated ability using MS Office applications (Outlook, Word, Excel, PowerPoint). Prior knowledge of procedures and best practices is an asset. Knowledge of Health and Safety is also an asset.   Top benefits and perks:   As a team member at SKYGRiD Construction you’ll enjoy: Competitive salary Gaining valuable on- site experience Mentorship and growth opportunities Professional development Network and connect with valuable professionals Great Place to Work™ certified   Pay Transparency:   The estimated salary range for this role is $65,000- $85,000. The posted salary range reflects the expected base pay for this role. Actual compensation will depend on job-related skills, experience, and qualifications. SKYGRiD is committed to pay equity and transparency, and further details will be shared during the hiring process.   Working Conditions:   Working at Head Office, 5 days a week.   Location:   5750 Explorer Drive Mississauga, ON L4W 0A9     SKYGRiD is committed to building a diverse workforce representative of the communities we serve. Only selected candidates will be contacted for an interview. Accommodation will be provided in all parts of the recruitment and assessment (if applicable) process as required under SKYGRiD’s Accessibility policies and procedures. Applicants must make their accommodation needs known upon requests for interviews.   Visit our website at www.skygrid.ca to explore other opportunities with SKYGRiD.     SKYGRiD is an Equal Opportunity Employer.     Notice to Recruiters: SKYGRiD does not accept unsolicited resumes from recruitment agencies. Any resumes submitted without a prior written agreement will be considered the property of SKYGRiD, with no obligation for fees.